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KIOWA COUNTY HOSPITAL DISTRICT
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WEISBROD MEMORIAL HOSPITAL
EADS, COLORADO
PERSONNEL POLICIES
1 MISSION STATEMENT
The mission of Kiowa County Hospital District is to create a healthy community: through access to quality, friendly, state-of-the-art health care and health education.
Revised 1/93
4/02
10/02
03/06
10/07
7/08
08/09
01/10
10/10
06/13
08/2014
1 TABLE OF CONTENTS
Letter of Welcome 5
INTRODUCTION 6
History of Kiowa County Hospital District 7
Kiowa County Hospital District 7
Weisbrod Memorial Fund 7
What Is Our Employment Relationship? 7
What is Expected of a KCHD Employee? 8
What to Expect from Us 8
EMPLOYMENT POLICIES 10
Equal Employment Opportunity 11
Employee Personnel Packet Checklist 12
Proof of Residence 13
Background Check 14
Drug-Free Workplace Policy 18
Orientation 22
Licensure and Certification 23
Credited Service Date (Date of Hire) 24
Initial Employment Period 25
Initial Review Period 26
Employee Classifications 27
Employment of Relatives 29
Promotion from Within 30
Job Posting 31
Rehire Policy 32
Employee Bulletin Board 33
Suggestion Box 34
Sexual Harassment Policy 35
Reduction in Workforce 39
COMPENSATION 40
Compensation Philosophy 41
Pay System Review 42
Job Description 43
Performance Review Program 44
Exempt-Nonexempt Pay Status 45
Work Shifts 46
Weekly Hours of Work 47
Pay Periods 48
Meal Periods 49
Rest Periods 50
Time Record Procedures 51
Shift Differential 52
Overtime Pay Practice 53
Call-Time Pay 54
Holiday Pay and Holiday Designation 55
Payroll Deductions 57
Voluntary Payroll Deductions 58
Wage Garnishments 59
Pay Advances 60
BENEFITS 61
Comprehensive Hospital, Surgical and Major Medical Insurance Plan 62
Life Insurance 63
Personal Days Off - Major Sick Leave Program 64
Personal Days Off Giveaway 67
Short-Term Disability Insurance 69
Time Off to Vote 70
Pension Plan 71
Tax Shelter Annuity (TSA) 72
Unemployment Compensation 73
Worker’s Compensation 74
Modified Duty/Return to Work Policy 75
Social Security (FICA) 77
Meal Ticket 78
Employee Education Assistance Program 79
Travel Expense Reimbursement and Reporting Policy 82
Employee Assistance Program (EAP) 89
COBRA 90
PERSONNEL POLICIES & PROCEDURES 91
Working Together 92
Confidential Information 93
Conflict of Interest 94
Computer Information Policy 95
Employee Health Program 100
Safety 101
Injury or Illness At Work 102
Infection Control 103
Incident Reporting Procedure 104
Leaves of Absence 105
Family Medical Leave Act 109
Attendance/Tardiness 112
Jury Duty 113
Bereavement Leave/Death in the Immediate Family 114
Solicitation and Distribution 115
Personnel Records 116
Outside Employment 117
Employee Personal Appearance 118
Interference With Work 120
Check Cashing 121
Cafeteria Hours 122
Parking 123
Smoke Free Campus Policy 124
Personal Belongings 125
Lost and Found 126
Patient Advocate 128
Employee Special Project Groups 129
Personal Telephone Calls 130
Gifts and Gratuities 131
Inservice Program 132
Visiting Patients 133
C.N.A. Training Program 134
HIPAA Policy 135
Company Vehicles 136
CPR Policy 139
EMPLOYEE CONDUCT AND DISCIPLINE PROCEDURES 140
Discipline Policy 141
Termination of Employment 144
Grievance Procedure 145
Grievance Policy 148
Disclaimer 149
INDEX 150
ACKNOWLEDGMENT AND RECEIPT 155
LETTER OF WELCOME
Welcome to Kiowa County Hospital District, doing business as Weisbrod Memorial Hospital (hereafter referred to as KCHD). We are very pleased you have decided to join our hospital district and to share our pride in our growth and accomplishments. You, as an employee of KCHD, are a vital part of our team. The success and growth of KCHD is dependent on all of us, as employees, working together. This means that each of us must perform our jobs to the best of our ability.
KCHD’s greatest asset is its employees. Even though hospitals are a maze of sophisticated equipment which becomes more complex as time passes, the basic ingredient in providing quality patient care is the quality of the employees who use the equipment and provide the hospital services.
An awareness of and a dedication to meeting patient needs is the essential commitment required of each KCHD employee.
Quality patient care is not only a goal but also a necessity. However, the quality of hospital care is no better or worse than the quality of the employees providing it. Our hospital’s goal is to provide quality care and is equally committed to hiring and retaining quality employees.
This employee handbook has been written to inform you about who we are, what our hospital goals are and how, as a team, we achieve these goals.
This handbook is not an employment contract. It will be revised periodically in order to keep up with the changes. We welcome your suggestions and ideas, which will assist us in making these improvements and changes.
INTRODUCTION
HISTORY OF KCHD
One of the earliest settlers in the Kiowa County area, George Weisbrod, is fittingly remembered in the name of the hospital, which he helped establish. During his years in this area, Mr. Weisbrod often witnessed patients with serious illnesses sent by train to city hospitals, some arriving too late.
Upon his death in 1924, Mr. Weisbrod provided in his will a substantial sum of money and land to be set aside for the erection of a hospital in Eads.
Weisbrod Memorial Hospital began taking patients on April 1, 1943. The entire building was not placed into service immediately, but was used as necessity required and as equipment became available. Donations by organizations and individuals supplied necessary equipment.
A trust between the people of Kiowa County and the Weisbrod Estate Board was set up to last 99 years. The District Court and the Weisbrod Estate Board selected the first trustees of the hospital. This board administered the hospital until 1965 when the new Kiowa County Hospital District Hospital was opened with a board of five (5) elected members. Both boards participate in the operation of the hospital, with trustees being appointed by the County Commissioners.
The older hospital building was remodeled into a 9-bed nursing home, and a new wing was added to provide modern rooms, an isolated obstetrical wing, surgical and laboratory department. A new wing for the nursing home was built in 1970; all on land once owned and set aside by George Weisbrod.
KIOWA COUNTY HOSPITAL DISTRICT
Kiowa County Hospital District is a County Hospital District, governed by a Board of Trustees consisting of five (5) elected District board members and five (5) appointed County Board Members. The hospital depends upon revenue from patient services and the resulting charges to support its operation and future growth. The hospital receives tax support.
WEISBROD MEMORIAL FUND
Philanthropy remains an important source of funds for capital equipment and improvements in the hospital physical plant. Memorial Fund donations are made by the community at large, former patients and their families, fund raising events, medical staff members and employees.
WHAT IS OUR EMPLOYMENT RELATIONSHIP?
As you will come to understand in working at KCHD, our working relationship is one of direct teamwork with open, honest dialogue and complete respect for individual dignity. We believe that each of us will achieve more if we are adequately trained, if we know what is expected of us and where we stand. Your supervisor is your direct link with the hospital. We encourage you to openly express yourself to your supervisor about any matters relating to your responsibilities and suggested changes for improving our ability to provide for our patients.
WHAT IS EXPECTED OF A KCHD EMPLOYEE?
As a KCHD employee, we expect you to use your education, training, and abilities to learn and do what needs to be done in your work. It is part of each hospital employee’s job to meet our principal goal to provide effective, quality health care services.
We realize that no one person can meet this goal alone that is why KCHD employees use a teamwork approach. All of us will be more successful if we do our share of the work to the best of our ability.
As a member of the KCHD team, we expect you:
(a) To work with your supervisor on any issues regarding your employment with the hospital district;
(b) To do your job to the best of your ability;
(c) To offer constructive comments and suggestions on how we might improve;
(d) To treat your fellow employees in the same manner you expect to be treated;
(e) To approach your work with an attitude or cooperation and a desire to do the best possible job;
(f) To strive to improve the delivery of our health care services;
(g) Conduct yourself in a professional manner.
WHAT TO EXPECT FROM US
You can expect KCHD to be managed competently and that your fellow employees do their job the same as you are expected to do yours.
In connection with you and your job performance, you can expect to have KCHD strive to meet these guidelines:
(a) To employ people who are best qualified to do the work;
(b) To be competitively and fairly paid for your work within the financial ability of the hospital to do so;
(c) To be supplied with the materials, resources and equipment to do your work;
(d) To be encouraged to participate in training, to become qualified for promotion;
(e) To have a safe and pleasant place in which to work;
(f) To keep relations with our employees fair and impartial;
(g) To have an internal grievance review system in place that provides for appropriate resolution in the event you believe you were not treated fairly.
1 EMPLOYMENT POLICIES
KIOWA COUNTY HOSPITAL DISTRICT
1 EQUAL EMPLOYMENT OPPORTUNITY
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD provides equal employment opportunity for all qualified persons in compliance with all applicable current Federal, State, and Local regulations and legislation. Only experience, abilities, aptitudes, schooling and job prerequisites are measurements for employment. Advancement is based solely on our evaluation of an individual’s performance, achievement, ability, aptitude, promotion potential, and the job prerequisites. It is the established policy and practice of KCHD to administer all personnel activities without regard to race, color, religion, sex, national origin, age or disability.
KIOWA COUNTY HOSPITAL DISTRICT
1 EMPLOYEE PERSONNEL PACKET CHECK LIST
DEPARTMENT: THIS REVISION 1/1/2010
Administration LAST REVISION
EFFECTIVE 1/1/2010
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
There is an Employee Checklist included in every personnel packet. Everything listed on the checklist must be completed before an employee may start working.
Once a person is offered a position with Kiowa County Hospital District, they must report to the Human Resources office and complete all paperwork, inservices and testing required for the position they have been offered. Once these items are completed to the satisfaction of the Human Resources Department, the Human Resources Department will notify the Department Manager that the employee may begin work.
KIOWA COUNTY HOSPITAL DISTRICT
1 PROOF OF RESIDENCE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD will comply with the United States Immigration & Reform Act of 1986. At the time of hire, all employees must complete an I-9 Form and furnish to the hospital proper identification as required under the Act. Failure to comply with the law will prevent your being employed by KCHD.
KIOWA COUNTY HOSPITAL DISTRICT
1 BACKGROUND CHECK
DEPARTMENT: THIS REVISION 8/19/2014
Administration LAST REVISION 9/25/2012
EFFECTIVE March 1, 2008
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Purpose: To assure that all licensed entities and facilities under Kiowa County Hospital District (KCHD) meet the requirements for certification and licensure under both the State of Colorado licensure, regulations and statutes and Federal (CMS) conditions of participation and certifications. To ensure that all patients, residents, visitors and employees are safe from threat or harm or potential threat or harm through the hiring of qualified personnel that meet the requirements of their position including a Background Check as described below.
KCHD covered entities include; Weisbrod Memorial Hospital, Kiowa County Ambulance, Eads Medical Clinic, and all other facilities and business entities under the direct management and control of the KCHD Governing Board and Administration.
Policy:
It is the policy of Kiowa County Hospital District to conduct Criminal Background Checks on all potential employees within 90 days prior to employment. The background checks will be from a state data base to ascertain if there are any offenses from any state which would disqualify the employee from employment with any KCHD facility.
Disqualifying Offenses for Potential Employees (Employees not yet hired):
I) Any crime of violence, as defined in section 18-1.3-406, C.R.S.
(I) "Crime of violence" means any of the crimes specified in subparagraph (II) of this paragraph (a) committed, conspired to be committed, or attempted to be committed by a person during which, or in the immediate flight there from, the person:
(A) Used, or possessed and threatened the use of, a deadly weapon; or
(B) Caused serious bodily injury or death to any other person except another participant.
(II) Subparagraph (I) of this paragraph (a) applies to the following crimes:
(A) Any crime against an at-risk adult or at-risk juvenile;
(B) Murder;
(C) First or second degree assault;
(D) Kidnapping;
(E) A sexual offense pursuant to this title;
(F) Aggravated robbery;
(G) First degree arson;
(H) First degree burglary;
(I) Escape; or
(J) Criminal extortion, embezzlement or defrauding a person.
(b) (I) "Crime of violence" also means any unlawful sexual offense in which the defendant caused bodily injury to the victim or in which the defendant used threat, intimidation, or force against the victim. For purposes of this subparagraph (I), "unlawful sexual offense" shall have the same meaning as set forth in section 18-3-411 (1), and "bodily injury" shall have the same meaning as set forth in section 18-1-901 (3) (c).
(II) Any felony offense involving unlawful sexual behavior, as defined in section 16-22-102(9), C.R.S.
Sections 16-22-102(9) and 18-1.3-1008, C.R.S. defines a sex offender as a person convicted of one of the following sex offenses:
• Sexual assault in the first, second or third degree;
• Unlawful sexual contact;
• Sexual assault on a child;
• Sexual assault on a child by one in a position of trust;
• Sexual assault on a client by a psychotherapist;
• Enticement of a child;
• Incest;
• Aggravated Incest;
• Trafficking in children;
• Sexual exploitation of children;
• Procurement of a child for sexual exploitation;
• Indecent exposure;
• Soliciting for child prostitution;
• Pandering of a child;
• Procurement of a child for prostitution;
• Keeping a place of child prostitution;
• Pimping of a child;
• Inducement of child prostitution;
• Patronizing a prostituted child;
• Engaging in Sexual Conduct in a Penal Institution;
• Wholesale Promotion of Obscenity to Minors; and
• Promotion of Obscenity to Minors
• Criminal attempt, conspiracy or solicitation to commit any of the above offenses.
III) Any felony, the underlying factual basis of which has been found by the court on the record to include an act of domestic violence, as defined in section 18-6-800.3, C.S.R.
§ 18-6-800.3. Definitions
As used in this part 8, unless the context otherwise requires:
(1) "Domestic violence" means an act or threatened act of violence upon a person with whom the actor is or has been involved in an intimate relationship. "Domestic violence" also includes any other crime against a person, or against property, including an animal, or any municipal ordinance violation against a person, or against property, including an animal, when used as a method of coercion, control, punishment, intimidation, or revenge directed against a person with whom the actor is or has been involved in an intimate relationship.
(2) "Intimate relationship" means a relationship between spouses, former spouses, past or present unmarried couples, or persons who are both the parents of the same child regardless of whether the persons have been married or have lived together at any time.
IV) Any felony of child abuse, abuse or neglect of a disabled or person with developmental disability or elderly abuse, neglect or misuse of funds or property of the elderly or person with developmental disability.
V) Any felony offense in any state, the elements of which are substantially similar to the elements of any of the offenses described above.
If any of the above offenses are found on the “Pre Employment Background Check, this shall disqualify the Employee from employment with KCHD.
KIOWA COUNTY HOSPITAL DISTRICT
1 DRUG-FREE WORKPLACE POLICY
DEPARTMENT: THIS REVISION 1/8/16
Administration LAST REVISION 3/31/14
EFFECTIVE 3/1/16
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
It is the purpose of Kiowa County Hospital District (KCHD) to help provide a safe and drug-free work environment for our employees. With this goal in mind and because of the serious drug abuse problem in today’s workplace, we are establishing the following policy for existing and future employees of Kiowa County Hospital District.
1. General Polices on Drug Use
KCHD is committed to a safe, healthy and productive work environment for all employees, free from the effects of drugs or alcohol. Use of drugs or alcohol alters employee judgment resulting in increased safety risks, employee injuries, and faulty decision-making. Therefore, the use, sale or possession of controlled substances or alcohol on KCHD premises or during work time is strictly prohibited. Furthermore, employees are prohibited from reporting to work while under the influence of drugs or alcohol. Off-the-job drug or alcohol use that could adversely affect an employee’s job performance or could jeopardize the safety of other employees, the public or KCHD property is also cause for disciplinary action up to and including termination. KCHD follows Federal Guidelines for the use of marijuana, which does not recognize the legal use of marijuana.
KCHD also has strong policies, which are set below, which prohibit possession/use/transfer of illicit drugs on KCHD property.
2. Circumstances Under Which Drug Testing Will Occur
KCHD will conduct testing of employees and applicants under the following circumstances. Refusal of any employees or applicant to participate in such testing shall be considered grounds for termination.
a. Pre-Employment Drug Testing
All applicants are offered employment conditioned upon their successful passing of a drug test. Failure to submit to such testing shall be grounds for refusal of employment. If the test shows a positive result for presence of drugs or alcohol and such test results are confirmed, then such test results shall be grounds for refusal of employment.
b. Post-Accident Testing
Whenever the employee has been involved in a work-related injury, or has damaged KCHD property, It is mandatory that the employee submit to a drug (UA) and breathalyzer test.
c. Random Testing
KCHD reserves the right to randomly test employees for compliance with its policy. As used in this Policy “random testing” means a mechanism for selection of employees for testing which results in an equal probability that any employee will be tested, and which does not give KCHD discretion to waive the selection of an employee selected by this random selection method. Three random tests per month will be completed.
d. Reasonable Suspicion
3. Employees and Applicants Who Are Subject To Testing
All applicants are subject to testing as a condition of hire. All employees are subject to testing whenever they fall within one of the categories set in Section 2, above. To begin our drug testing policy program, all employees will be drug tested. This will be done on various shifts and dates for all departments until everyone has been tested.
4. Testing Methods and Procedures
All testing will be conducted through the Radiology Department at Weisbrod Memorial Hospital. Testing will be conducted at a designated place specified by KCHD. Testing will be conducted on a urine sample provided by the employee to KCHD under procedure established by KCHD to insure privacy of the employee, while protecting against tampering/alteration of the test results.
Applicants will submit to testing before hire, and will not be paid for time spent in taking the test. Employees will be considered to be engaged at work for the time spent in taking any test.
KCHD will pay for the cost of the testing, including the confirmation of any positive test results. KCHD will retain samples in accordance with State law, so that an employee may request a retest of the sample at his/her own expense if the employee disagrees with the test results.
5. Consequences of Refusal to Undergo Testing
Employees and applicants who refuse to take testing which is requested under this Policy are subject to immediate discharge or withdrawal of the offer of employment.
6. Potential Adverse Personnel Action From Positive Test
If an employee tests positive on an initial screening test, the employee may be temporarily suspended while the confirmation test is being conducted. On receipt of the confirmation test, the employee is subject to disciplinary action, up to and including discharge.
7. Right to Explain Test Results
All employees and applicants will be contacted with positive results by their Supervisor. These discussions shall be considered confidential (except that information disclosed in such test may be communicated to the Administrator, Human Resources or within the Radiology/Lab who need to know such information in order to make proper decisions regarding the test results or regarding the employment of the individual).
8. Right to Review Records
Employees and applicants have a right to obtain copies of all test results. When the individual disagrees with the test results, the individual may request that the test be repeated. Such repeat test shall be at the expense of the individual, unless the repeat test overturns the original report of the Lab, in which case KCHD will reimburse the employee for the cost incurred for the retest.
9. Confidentiality Requirements
All records concerning test results will be kept in medical files, which are maintained separately from the personnel files of the employee/applicant. These test records cannot be used in any criminal or civil proceeding, except where such action has been brought by KCHD or involves a suit between KCHD and the employee, unless the records have been ordered released in accordance with a valid order of the Court.
The records cannot be disclosed to any other person by KCHD, in the absence of a Court Order, except where the employee/applicant has signed a release, which specifically authorizes KCHD to disclose such records to the requesting person.
10. Notice of Policy Changes
KCHD reserves the right to modify, alter or amend this Policy at any time, and for any reason. Under Colorado law, no changes in the Policy can take effect until thirty days after the new Policy has been given to employees.
KIOWA COUNTY HOSPITAL DISTRICT
DRUG-FREE WORKPLACE POLICY
ACKNOWLEDGEMENT OF RECEIPT OF DRUG POLICY
This is to acknowledge that I have received a copy of Kiowa County Hospital District’s Drug-Free Workplace Policy. I understand that, as a condition of my employment, I am to report to work free from the effects of drugs or alcohol. I am further obligated to comply with the remaining provision of the Policy.
I understand that, from time to time, I may be requested to take drug tests in accordance with the provisions of the Policy. I specifically agree to take such test, and to be bound by the results of the tests (subject to any right, which I may have to obtain independent confirmation of such test results). I further understand that, if I refuse to take any drug test, which is requested by KCHD in accordance with this Policy, I am subject to immediate discharge.
By accepting and/or continuing my employment with KCHD, I agree to be bound by all provisions of its Drug-Free Workplace Policy, including any amendments or modifications, which may be made in the future. I understand that any changes of the Policy will be posted, and that it is my obligation to monitor such notices in order to familiarize myself with any changes in the Policy.
Date:
Signature of Applicant/Employee:
Printed Name of Applicant/Employee:
KIOWA COUNTY HOSPITAL DISTRICT
1 ORIENTATION
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
As a KCHD employee, you will receive a thorough in-service orientation. As a new employee, you will first meet with your supervisor and be introduced to other department employees and your new work location. Your supervisor will also review the purpose and goals of the department. Either your supervisor or a co-worker will instruct you as a new employee in the specifics of the job, using the job description as a basis for this discussion.
The purpose of your orientation is to have you learn about KCHD and specific policies, procedures, and practices, which will help you do a better job as an employee.
KIOWA COUNTY HOSPITAL DISTRICT
1 LICENSURE AND CERTIFICATION
DEPARTMENT: THIS REVISION
Administration LAST REVISION 10/2002
EFFECTIVE 2/5/2008
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Professionally certified, registered, or licensed employees will be required to possess and maintain a current certificate, registration or license. At the time of employment, such employees shall provide the Personnel Department with a copy of their current certification, registration, or license for inclusion in their personnel file. The Personnel Department will also verify this information by printing a copy of the certification, registration or license off of the DORA website. Each employee must provide the Personnel Department with a copy of their current certification, registration or license upon each renewal date. Each month the Personnel Department will verify the certification, registration or license on the DORA website. A copy will not be printed each month, but visibly verified.
KIOWA COUNTY HOSPITAL DISTRICT
1 CREDITED SERVICE DATE (DATE OF HIRE)
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
As a KCHD employee, your individual credited service date will be calculated from the date you become a full-time or part-time employee. This credited service date is used to determine your rights to qualify and participate in various benefit programs as well as an important consideration for promotions, transfer, reductions in force and other personnel actions.
Your credited service date is lost or broken if:
You voluntarily terminate your employment with the hospital
You are discharged
You fail to return from an approved leave of absence on the date your leave ends
KIOWA COUNTY HOSPITAL DISTRICT
1 INITIAL EMPLOYMENT PERIOD
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
The first three (3) months after employment will be considered an initial employment period during which either the employee may terminate his or her employment or the employer may dismiss the employee. This is a trial period for both employee and employer to determine suitability and interest in the work and to provide the opportunity for an adjustment period. Your department supervisor will discuss your performance record with you at the end of thirty (30) calendar days and just prior to completion of the Initial Employment Period.
KIOWA COUNTY HOSPITAL DISTRICT
1 INITIAL REVIEW PERIOD
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
As a new employee, you are a full member of the KCHD team. However, during the initial review period of employment of ninety (90) days, your supervisor will discuss with you your abilities and how you are performing your job. These discussions, which should occur frequently, will allow you to have your questions answered as well as provide you with all the information you might need to do your job to the best of your ability.
KIOWA COUNTY HOSPITAL DISTRICT
EMPLOYEE CLASSIFICATIONS
DEPARTMENT: THIS REVISION 09-01-2009
Administration LAST REVISION 07-01-2002
EFFECTIVE 09-01-2009
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Employees are grouped into one of four classifications at the time of hire.
FULL-TIME EMPLOYEE: A full-time employee is an employee who is scheduled to work the full, regular schedule of the department, sharing weekend, holidays, and shift assignments as scheduled by the supervisor. Full-time employees work between 30-40 hours per week.
PART-TIME EMPLOYEE: A part-time employee is an employee who is scheduled to work less than 30 hours per week, but at least 24 hours per pay period, and who works a regular schedule of the department, sharing weekends, holidays and shift assignments as scheduled by the supervisor.
TEMPORARY EMPLOYEE: A temporary employee may work full or part-time. However, the employee is hired for a specified predetermined period of time only, to cover for Leave of Absences, illness, vacations, high census, special projects, etc.
PRN EMPLOYEE (NURSING):
PRN Nursing status pertains to Registered Nurses and Licensed Practical Nurses Only.
1. A PRN Nursing employee is one who works only when called by a Supervisor or Department Head when facility census demands. PRN Nursing employees are called as needed, will be used as fill-in after all core staff (full-time, part-time and temporary staff) are scheduled. At each regularly scheduling time period, a PRN Nursing employee may be called and used to fill in for shifts on that scheduled time period.
2. If a PRN Nursing employee fails to work at least one 12-hour shift in a three (3) month period or refuses to work three (3) consecutive times, that PRN Nursing employee may be terminated.
3. A PRN Nursing employee will receive base pay x 25% and shift differential, when applicable. The PRN Nursing employee will not receive other pay types, which includes premium pay, nor will they accrue or receive benefits.
PRN EMPLOYEE (RADIOLOGY TECHNICIANS):
1. A PRN Radiology Technician is paid an hourly wage per agreement at time of hire. A PRN Radiology Technician will not receive other pay types, which includes on call pay, nor will they accrue or receive benefits. Meals will be provided by the Hospital Dietary Department if the employee so chooses. Housing will also be provided for the time scheduled to work.
PRN EMPLOYEE (AMBULANCE SERVICE):
PRN Ambulance status pertains to EMT’s and Ambulance Drivers Only.
1. A PRN Ambulance employee is one who works off the schedule prepared by the Ambulance Director on a paid volunteer basis.
2. A PRN Ambulance employee will receive pay as dictated by the pay scale for the Ambulance Department. The PRN Ambulance employee will not receive other pay types, which includes premium pay, nor will they accrue or receive benefits.
KIOWA COUNTY HOSPITAL DISTRICT
1 EMPLOYMENT OF RELATIVES
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Immediate family members of current staff members (spouse, parent, child, or sibling) will be considered for employment but normally cannot supervise each other. Relatives of current staff members are not encouraged to work within the same department. Relatives may be considered for employment for other positions in other departments of the hospital.
KIOWA COUNTY HOSPITAL DISTRICT
1 PROMOTION FROM WITHIN
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
It is KCHD’s philosophy to attempt to promote our employees from within whenever possible. As a qualified employee, you will be given equal consideration, together with qualified candidates from outside the Hospital for lateral and promotional opportunities. The Hospital’s objective is to promote or hire the most qualified candidate for available openings.
As a KCHD employee, you are urged to prepare yourself for advancement opportunities by accepting in-service training opportunities within the hospital or by outside study.
KIOWA COUNTY HOSPITAL DISTRICT
1 JOB POSTING
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
To ensure that all employees of KCHD are made aware of available employment opportunities within the hospital, a job posting program is designed to ensure that qualified present employees are given equal consideration for available openings together with outside candidates so that the best candidate is chosen for the available opening.
As they occur, job openings will be posted on the Bulletin Board located on the main level next to the Human Resources office.
KIOWA COUNTY HOSPITAL DISTRICT
1 REHIRE POLICY
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Any employee who has resigned from a position at KCHD with proper notice and a good employment record may be eligible for rehire at a future date.
Re-employed former employees will be treated as new hires. Former employees’ previous employment shall not be considered in computing length of credited service.
A rehired employee’s wage upon re-employment will be based upon the hospital’s current wage and salary structure, not necessarily the employee’s former wage rate.
KIOWA COUNTY HOSPITAL DISTRICT
1 EMPLOYEE BULLETIN BOARD
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD maintains three bulletin boards located on the lower level adjacent to the training room, by the Human Resources office and across from the timeclock, these are designed so that official notices, announcements and other information important to all hospital employees can be found in one convenient location. As an employee, you should know where the bulletin boards are located and make it a regular habit to check the bulletin boards for current information.
All notices must have prior approval by the Administrator before being posted.
KIOWA COUNTY HOSPITAL DISTRICT
1 SUGGESTION BOX
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Your opinion is important and valued to KCHD. The suggestion box is located by the Admissions Desk.
KIOWA COUNTY HOSPITAL DISTRICT
1 SEXUAL HARASSMENT POLICY
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Sexual harassment by anyone, whether verbal, physical or environmental, is unacceptable and will not be tolerated.
A. DEFINITION
Sexual harassment is defined as any type of sexually oriented conduct. It includes, but is not limited to verbal or physical conduct of a sexual nature where: 1) submission to or rejection of this conduct by an individual is used as a factor in decisions affecting hiring, evaluation, promotion or other aspects of employment; or 2) this conduct unreasonably interferes with a person’s employment or creates an intimidating, hostile or offensive work environment.
Sexual harassment is prohibited in the workplace itself and in other work-related settings such as business trips, conferences, or work-related social events. Sexual harassment between employees is prohibited in settings that are not work related if the harassing conduct is not lawful. Sexual harassment between employees is also prohibited in settings that are not work related if: 1) submission to or rejection of this conduct by an individual is used as a factor in decisions affecting hiring, evaluation, promotion or other aspects of employment; or 2) this conduct unreasonably interferes with a person’s employment or has the effect of creating an intimidating, hostile or offensive work environment.
Examples of prohibited conduct include, but are not limited to: demands for sexual favors in exchange for favorable treatment or continued employment; other demands for sexual favors; sexual advances or propositions; leering, staring, whistling, pinching, or unwelcome touching; graphic, verbal commentary about an individual’s body, sexual prowess, sexual exploits, or sexual deficiencies; sexual comments, sexual gestures, sexual jokes, gender based jokes, or other statements of communications of a sexual nature; and the display in the workplace of sexually suggestive objects, graffiti or pictures.
B. WHO IS COVERED UNDER THIS POLICY
This policy covers all employees, including all professional and nonprofessional employees and all supervisory and non-supervisory employees. KCHD will not tolerate, condone or allow sexual harassment whether engaged in by fellow employees, supervisors, or non-employees who conduct business with KCHD. KCHD strongly encourages reporting of all incidents of sexual harassment, regardless of who the offender may be.
C. COMPLAINT PROCEDURE
An employee who believes that he or she has been subjected to sexual harassment are strongly encouraged to firmly and promptly indicate to offenders that the offending conduct is unwelcome.
Further, an employee who believes that he or she has been subjected to any form of sexual harassment as defined by this policy is strongly encouraged to bring the offending behavior to the attention of supervisory personnel so that action may be taken if appropriate. Appropriate action may consist of informal discussion, advisement about the complaint procedure, or investigation. Complaints concerning supervisors may be made directly to any member of the Executive Committee of the Kiowa County Hospital District Board of Directors.
An employee may elect to commence action under the grievance procedure provided in the hospital personnel policies to protest any harassing conduct prohibited by this policy. If an employee elects not to use the grievance procedure, or if the grievance procedure is abolished, the employee may use the special complaint procedure set forth below.
(1) Reporting. The employee should report the matter promptly to any of the following persons: the employee’s own supervisor, the alleged perpetrator’s supervisor, the hospital Administrator, or any member of the Executive Committee of the Kiowa County Hospital District Board of Directors. If none of these persons are the same gender as the reporting party, the report may be made to any supervisor who is the same gender as the reporting party.
(2) Form of the Report. The initial report may be either an oral or a written complaint. Any person who receives an oral report of sexual harassment should reduce the information received to writing and have it signed by the complaining party. Written complaints should include the date, time, location, and a description of the event or behavior complained of, the names of the parties involved and of any witnesses, and should be signed by the complaining party. In all cases, the recipient of the complaint must provide copies of the complaint (marked personal and confidential) to 1) the hospital Administrator, and 2) to the Chairman of the Kiowa County Hospital District Board of Directors. It is provided, however, that if the hospital Administrator is the alleged perpetrator, a copy shall be provided only to the Chairman of the Kiowa County Hospital District Board of Directors; and if the Chairman of the District Board is the alleged perpetrator, copies shall be provided to the hospital Administrator and to one member of the District Board Executive Committee other than the Chairman.
(3) Confidentiality. All complaints of sexual harassment shall be kept in confidence, except as is necessary to investigate the complaint and to respond to any legal and/or administrative proceedings arising out of or relating to the sexual harassment report.
(4) Investigation. All reports of sexual harassment shall be promptly and thoroughly investigated. Except as provided below, reports of sexual harassment shall be investigated by the hospital Administrator in cooperation with at least one other supervisor or other qualified person (who need not be an employee) to be selected by the Administrator. At its discretion, The District Board of Directors, through its Executive Committee, may conduct its own investigation, which investigation shall be in lieu of any other investigation provided for in this paragraph. Reports of sexual harassment involving a hospital Administrator shall always be investigated by the District Board Executive Committee. The executive committee shall have discretion to select one or more qualified persons, who need not be employed by the Hospital, to aid in its investigation. Except in extenuating circumstances, at least one male and one female should participate in every investigation. Every investigation, at a minimum, will include conferences with the complaining party, the alleged perpetrator, and any witness to the incident to determine all facts that explain what happened. Any party involved in a sexual harassment complaint may submit any documentation they believe to be relevant to the matter at issue to the investigating party.
(5) Recommendations and Penalties. The investigating authority will prepare a written report after considering the investigative report, the hospital Administrator will decide what, if any, action should be taken to resolve the matter. If the District Board Executive Committee conducted the investigation, the Executive Committee, and not the Administrator, will make the decision. Such action may include, but is not limited to, medication, education, corrective or disciplinary action (including termination), or a combination of such actions. Any investigation that results in a finding that a person has maliciously or recklessly made false accusations against another will subject the accuser of appropriate corrective or disciplinary action, which may include termination. Acts of retaliation may also result in appropriate corrective or disciplinary action, which may include termination.
(6) Notice of Complainant. The complainant will be advised of the results of the investigation and of the decision regarding the resolution of the matter, usually within 30 days of the filing of the complaint. If no information has been provided to the complainant within 30 days, the complainant may contact District Board of Directors, which will determine the status of the investigation or begin its own investigation, and provide a status report to the complainant. Both the complainant and the subject of the complaint will be informed what, if any, action is to be taken.
(7) Appeals. If either party to a complaint does not agree with its resolution, that party may file an appeal. An appeal from a decision of the Hospital Administrator shall be made to the District Board’s Executive Committee. An appeal from a decision of the Executive Committee shall be made to the full Board of the Kiowa County Hospital District. The persons to whom the appeal is made shall make such investigation as is deemed appropriate under the circumstances and shall render a decision, which shall be final.
D. RETALIATION
Retaliation by any employee against any individual who has made a charge, filed a report or complaint, testified, assisted, or participated in any manner in an investigation, proceeding, or hearing under this policy will not be tolerated. Retaliation is a serious violation of this sexual harassment policy and should be reported immediately.
KIOWA COUNTY HOSPITAL DISTRICT
1 REDUCTION IN WORKFORCE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD will strive to avoid any reduction in workforce whenever possible. When patient census or business conditions require this action, the following guidelines will apply:
1. KCHD recognizes the importance of length of service and will do all it can to respect this factor. However, certain employees, because of their skill, ability, and experience will be retained as necessary despite credited service rules, to continue an efficient operation and to meet patient and hospital needs.
2. As an employee, you may be temporarily re-assigned to other jobs based on patient census or hospital needs until a final decision can be made on a reduction of employees.
METHODS:
1. Any workforce reduction will normally affect employees with the least credited service. When possible, at least one-week notice will be given.
2. Requests for voluntary layoff will be considered prior to the reduction.
3. Normally, temporary and part-time employees will be affected before full-time employees.
4. Temporary layoffs: When it is necessary to reduce the workforce for seven calendar days or less due to patient census or unforeseen hospital circumstances, you may be laid off without regard to your credited service date.
1 COMPENSATION
KIOWA COUNTY HOSPITAL DISTRICT
1 COMPENSATION PHILOSOPHY
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
At KCHD our philosophy is to pay competitive rates of pay and within our ability. KCHD will periodically review the wage structure and make whatever adjustments are necessary. Our compensation program is administered and maintained by the Administrator.
When an employee is transferred from one job to another, they will be paid at the salary set for the new job. This may mean an increase or it could mean a decrease, this fact will have been explained to the employee verbally and in writing at the time of discussion/decision on changing the job description or position.
KIOWA COUNTY HOSPITAL DISTRICT
1 PAY SYSTEM REVIEW
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Job descriptions and economic forces are subject to change. The Administrator has the responsibility to frequently monitor KCHD’s pay system and recommend appropriate changes to ensure the system remains in compliance with KCHD’s compensations philosophy.
KIOWA COUNTY HOSPITAL DISTRICT
1 JOB DESCRIPTION
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
At KCHD, there is a written job description for each job, which details the duties, qualifications, and responsibilities of that particular job. Job descriptions are on file in each department and in the Human Resources Office. The purpose of a job description is to identify your job, define it within certain established limits and describe its scope and content. As an employee, you may actively participate in the periodic review and revision of your individual job description.
As healthcare changes, the job description of any position may have to be rewritten to correspond with the change. The Department Manager or Supervisor, after approval from the Administrator, will discuss the changes with the employee. The employee will have two (2) weeks to accept the changes as signified, by signing and dating the new job description.
If the employee does not accept the required changes or the position is eliminated, the facility does not promise or warrant, but will attempt to place the employee in another job.
KIOWA COUNTY HOSPITAL DISTRICT
1 PERFORMANCE REVIEW PROGRAM
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
To ensure that all employees know and understand how they are performing their individual job, KCHD uses a performance review program. This program provides the opportunity for you and your supervisor to meet and discuss those issues, factors, and expectations, which affect the daily performance of your job. Performance expectations are reviewed with you by your supervisor and are derived from the job description and the standards of performance established for your job.
During your initial employment period, your performance will be reviewed frequently. Therefore, your performance will be reviewed on an annual basis.
In the performance improvement program, you and your supervisor will meet and discuss performance expectations and the results during the period of time for which your performance is being reviewed. Both you and your supervisor will sign the evaluation completing the review process.
Completed appraisals are then forwarded to administration for approval. The completed appraisal ultimately becomes a permanent part of your personnel record. In addition, periodic reviews may also be conducted by your supervisor on an as-needed basis.
KIOWA COUNTY HOSPITAL DISTRICT
1 EXEMPT – NONEXEMPT PAY STATUS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD’s compensation program, as required by the Federal Fair Labor Standards Act, classifies all employees as either exempt or nonexempt, primarily for the eligibility for payment of overtime. The definitions are:
Nonexempt: An employee who does not meet the exempt qualifications under the provision of the law, therefore would qualify for overtime pay at time and one-half for any hours worked more than 40 hours in a work week (40 hour system).
Exempt: An employee who is exempt from the mandatory overtime pay provisions of the law and is not eligible to receive statutory overtime pay for hours worked in excess of forty per week. If you have any questions whether your job is nonexempt or exempt, please ask your supervisor or inquire at the Personnel Department.
KIOWA COUNTY HOSPITAL DISTRICT
1 WORK SHIFTS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD utilizes work shifts of eight (8) hours, ten (10) hours, and twelve (12) hours to meet the patient care needs of the hospital. Other work shifts of a shorter duration are also utilized, as patient care needs dictate.
KIOWA COUNTY HOSPITAL DISTRICT
1 WEEKLY HOURS OF WORK
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD provides patient care 24 hours a day, seven days a week. It is the responsibility of your supervisor to establish work schedules, which will meet both the known and unanticipated needs of the facility. As a KCHD employee, you may be expected to be available to fill these needs.
KIOWA COUNTY HOSPITAL DISTRICT
1 PAY PERIODS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE 1/16/08
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
All employees are paid the first of the month following the conclusion of the pay period. The pay period begins on the 26th of each month at 00:01 hours and ends at midnight on the 25th of the following month. If the first falls on a weekend you will normally be paid on Friday. If the 1st is a holiday, you will be paid the last day of the month. Checks may be picked up at the Payroll Office. After hours and weekends, checks may be picked up at the Hospital Nurse’s Station. Checks not picked up by the third day will be mailed, unless we are notified otherwise. Any questions or problems with your individual paycheck or how your paycheck was calculated should be referred to your supervisor first, then to Payroll in the Business Office.
The Payroll Office must be notified, by the employee, if they would like someone else to pick up their check. Payroll checks will be given to employees only, unless we have been notified otherwise.
KIOWA COUNTY HOSPITAL DISTRICT
1 MEAL PERIODS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Most hospital employees are granted one (1) half-hour meal period on each complete shift as scheduled. For pay purposes, the meal period is not counted as time worked.
It is the responsibility of your supervisor to ensure that your department or work unit is properly staffed at all times, including mealtime. Employees are expected to take their meal breaks. Any time an employee is unable to take a scheduled meal break because of work responsibilities, the supervisor must be notified. Employees should note on their time sheets any meal period not taken that was approved worked time.
KIOWA COUNTY HOSPITAL DISTRICT
1 REST PERIODS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
As the purpose of your rest period is to provide you with a short time to relax and then return to your job. If you work a full eight-hour shift, you may be permitted two fifteen-minute (15) rest periods during your shift. If you work at least four hours a day, but less than eight hours, you may be permitted one fifteen-minute rest period. If you work less than four hours in a day, you will not receive the rest period. Your supervisor will plan your rest periods so that they do not affect the operation of your department.
Rest periods are paid time, and as such they may not be used to:
Complete a scheduled shift by leaving fifteen minutes early;
Begin a scheduled shift by arriving fifteen minutes late;
Add to your meal period.
KIOWA COUNTY HOSPITAL DISTRICT
1 TIME RECORD PROCEDURES
DEPARTMENT: THIS REVISION 6/18/2013
Administration LAST REVISION 7/26/2011
EFFECTIVE 7/26/2011
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
As required by law, each hospital employee keeps a record of their time worked. These time records reflect the number of hours for which an employee will be paid. Therefore, it is most important that your time in and out be properly and accurately recorded. Time records are official hospital documents; therefore, no employee has the right to change them in any way without approval of his/her supervisor. Your supervisor must authorize any changes you make to your time record. If you leave the hospital at any time during working hours, except on hospital business, you must record times out and in. Absences will be recorded by your Supervisor or Administrator. All employees will have an automatic lunch period deducted from their timesheet daily. If they do not take a lunch break, this needs to be approved by their supervisor. All time sheets must be signed by you.
You may not remove a time record from the designated area, except to have it initialed by your supervisor. Any employee tampering with or falsifying any time record will be subject to disciplinary action to and including dismissal if that action is appropriate.
A time clock is used in the Hospital for all hourly employees. All employees are required to punch in/out on the time clock. The time clock is located at the West entrance of the Hospital. If an employee forgets to clock in or out, they must on their timesheet or let payroll know.
When leaving the Hospital on a non-duty basis and during scheduled lunch and dinner breaks, an employee must clock in and out.
Any time used for MSL, PDO or a paid holiday must be given to the Payroll Clerk by the 26th of each month. These hours must be noted on a timesheet.
KIOWA COUNTY HOSPITAL DISTRICT
1 SHIFT DIFFERENTIAL
DEPARTMENT: THIS REVISION 12/26/2013
Administration LAST REVISION 09/14/2004
EFFECTIVE 09/14/2004
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
A shift differential is paid to all nonexempt employees working night shift hours as follows:
This policy applies to C.N.A.’s, LPN’s and RN’s.
Shift differential will be paid to those nursing staff members working the night shift. For the purposes of shift differential the night shift shall be during the hours of:
C.N.A.’s --- Shift Diff. $0.50/hour --- 10:00 p.m. to 6:00 a.m.
LPN’s --- Shift Diff $1.00/hour --- 6:00 p.m. to 6:00 a.m.
RN’s --- Shift Diff $3.00/hour --- 6:00 p.m. to 6:00 a.m.
KIOWA COUNTY HOSPITAL DISTRICT
1 OVERTIME PAY PRACTICE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD employees qualify for overtime pay as follows:
40-Hour Week System: NON-EXEMPT (hourly) employees who work more than 40 hours in a workweek and KCHD designated holidays will be paid overtime at the rate of time and one-half (1½) their regular hourly rate, with the following exceptions:
EXCEPTIONS:
Laboratory and X-Ray Departments shall be paid time and one-half their regular hourly rate who work in excess of eighty (80) hours in fourteen (14) consecutive days.
The calculation of time paid for non-working hours (vacation, holiday, sick and other leave days) as per Wage and Hour law is excluded in determining overtime eligibility. Overtime may be required to meet the operational needs of the hospital. All overtime is to be worked only when authorized by the supervisor.
KIOWA COUNTY HOSPITAL DISTRICT
1 CALL-TIME PAY
DEPARTMENT: THIS REVISION 10/26/2004
Administration LAST REVISION
EFFECTIVE 10/26/2004
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Certain hospital departments have established an on-call schedule to assure availability of personnel to provide for necessary services and for emergencies. As an employee placed on call, you may be eligible for on-call pay.
All employees except those on salary, scheduled to be available on-call receive, in addition to their regular salary, a standard amount for taking call (currently $1.25/hour). When an employee checks in and out in response to being called in, one and one-half times will be paid, unless it is a holiday and then double time will be paid, in increments of fifteen (15) minutes. A minimum of sixty (60) minutes will be paid regardless of the time spent at the hospital.
KIOWA COUNTY HOSPITAL DISTRICT
HOLIDAY PAY AND HOLIDAY DESIGNATION
DEPARTMENT: THIS REVISION 6/19/2013
Administration LAST REVISION 08/19/2009
EFFECTIVE 6/19/2013
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
As a nonexempt employee, if your work schedule requires you to work a scheduled holiday, you will be paid at the holiday rate of time and one-half.
The following holidays will be recognized for payroll purposes and are included in the PDO accrual rate:
January 1 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . New Year’s Day
National Designation . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Memorial Day
July 4. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Independence Day
First Monday in September . . . . . . . . . . . . . . . . . . . . . . . . . . . . Labor Day
Fourth Thursday in November . . . . . . . . . . . . . . . . . . . . . . . Thanksgiving
Fourth Friday in November . . . . . . . . . . . . . . . . Friday after Thanksgiving
December 24 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Christmas Eve
December 25 . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . Christmas Day
1. All non-essential Hospital departments, Eads Clinic, and Ambulance will be closed on the designated holidays. If a holiday falls on a Saturday, the Friday before will be observed. If the holiday falls on a Sunday, the Monday after will be observed. Holiday pay will only be paid for the actual holiday worked.
2. If a department is closed on a holiday, an employee can choose to take the day off without pay. If you wish to receive pay for the holiday, you must take a PDO for that holiday.
3. If an employee requests to work a holiday when a department is closed and to take another day as PDO instead and with prior supervisory approval, the employee will receive pay for working that holiday at his/her regular time rate. (It is strongly suggested that employees take designated holidays off.)
4. The Hospital will pay holiday rate for those employees who have to work hours actually occurring on the holiday itself.
5. Meals. One free meal will be provided for employees who have to work the designated holiday. If the choice is lunch, Dietary must know by 9:00 am, or if it is dinner, Dietary must know by 3:00 pm.
6. The Friday of the Kiowa County Fair all non-essential Hospital departments, Eads Clinic, and Ambulance will close their departments at 11:00 a.m. Holiday pay will not be paid for those employees that work that time period. If you choose to take that time off and wish to receive pay, you must use your PDO’s.
KIOWA COUNTY HOSPITAL DISTRICT
1 PAYROLL DEDUCTIONS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
There are two types of payroll deductions; statutory (required by law) and voluntary. Statutory deductions are: Federal Tax, FICA, and Colorado Income Tax. All voluntary deductions must be authorized in writing on appropriate forms by you. If you have any questions about these deductions, you should seek assistance from your supervisor or Payroll Clerk.
KIOWA COUNTY HOSPITAL DISTRICT
1 VOLUNTARY PAYROLL DEDUCTIONS
DEPARTMENT: THIS REVISION 6/19/2013
Administration LAST REVISION 11/2010
EFFECTIVE 6/19/2013
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
All employees of KCHD have the opportunity to take advantage of the voluntary payroll deduction for services rendered at either the clinics or hospital. The proper payroll deduction form needs to filled out in its entirety by the employee and witnessed at the time of service. If the employee is on a co-pay insurance plan, the entire co-pay is to be deducted. If the employee is on a high deductible plan and deductible has not been met or the employee has no current insurance the deduction must be at least $50.00 for office visits, $100.00 for outpatient and $250.00 for any ER visit. The deduction will be taken from the succeeding employee’s paycheck. Please see Human Resources about continuous payroll deduction plans for amounts over $50.00 that are outstanding and/or delinquent. Any further questions should be directed to Human Resources or Payroll.
KIOWA COUNTY HOSPITAL DISTRICT
1 WAGE GARNISHMENTS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD must recognize court-ordered wage garnishments and government tax levies.
KIOWA COUNTY HOSPITAL DISTRICT
1 PAY ADVANCES
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD prohibits pay advances. There are no exceptions to this rule.
BENEFITS
The following descriptions of various group benefits are meant to serve only as a general description of these benefits. Each benefit plan is spelled out in more complete detail in the individual plan document, which explains how the benefit applies to you as a KCHD employee. As KCHD continues to grow, it will continue to evaluate its total benefit program and introduce changes in its benefit program to ensure it remains competitive. Likewise, KCHD makes no guarantee that these described benefits will remain as benefits. They can be changed at any time with prior notice of change given to you. Questions on any benefit should be directed to your supervisor or payroll clerk or administrator.
KIOWA COUNTY HOSPITAL DISTRICT
1 COMPREHENSIVE HOSPITAL, SURGICAL AND MAJOR MEDICAL INSURANCE PLAN
DEPARTMENT: THIS REVISION 6/30/2014
Administration LAST REVISION 11/2011
EFFECTIVE June 2007
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD employees who work an average of 30 hours per week are required to join the Hospital’s Comprehensive Hospital, Surgical and Major Medical Insurance Plan provided for those employees. At the time of eligibility, the Personnel Department will provide complete details of the plan for you.
The comprehensive health insurance plan becomes effective the first of the month following sixty (60) days of continuous employment with KCHD. Applications must be completed within 30 days of employment and given to Human Resources. If you are a current part time employee and begin working the required 30 hours per week, your coverage will become effective the first of the month following 60 days of full time status. If you are a current PRN employee and you change your status to full time (this must be done through the payroll department) your coverage will become effective the first of the month following the status change, unless you have not worked the mandatory sixty (60) days of continuous employment. If this is the case, it will be effective the 1st of the month following the completed sixty (60) days.
All changes and terminations must be submitted to payroll by the 20th of the month prior to the termination or change date. Example: Termination or Change effective November 1, must be submitted to payroll by October 20.
A hand out identifying the contribution for both employee and employer will be included in your orientation material.
KIOWA COUNTY HOSPITAL DISTRICT
1 LIFE INSURANCE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD provides term life insurance coverage as part of the comprehensive health insurance plan.
Term life insurance becomes effective the first of the month following ninety (90) days of continuous employment with KCHD. The hospital will pay the total premium cost for each employee who works 30 hours a week.
KIOWA COUNTY HOSPITAL DISTRICT
1 PERSONAL DAYS OFF – MAJOR SICK LEAVE PROGRAMS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
The Personal Days Off (PDO) and Major Sick Leave (MSL) Program is a concept of benefit administration that provides KCHD employees with the opportunity to manage individually accumulated benefits to meet their own needs for paid time off. The PDO Program and the MSL Program are designed to meet personal time off needs while still providing adequate salary protection for you, as an employee, in the event of serious illness. Maximum accumulation for M.S.L. 20 days - 160 hours.
PERSONAL DAYS OFF (PDO)
In lieu of separate vacation, holiday and sick leave time, full-time and part-time hospital employees will earn personal days off in proportion to regular hours they worked up to 160 regular hours per pay period at the accrual rate corresponding to their years of eligible service. This is inclusive of ALL Paid Days Off. No employee may accumulate more hours than specified by the total maximum hours for each year listed below.
PDO’S CONSIST OF
This is a combination of the traditional benefits of vacation and holiday equivalent of eight (8) days holidays and six (6) days personal days per year.
PDO Paid Days Off
Years of Employment: 1 Year 5 Years 10 Years
192 Hours 232 Hours 272 Hours
(24 days) (29 days) (34 days)
Ratio: .1000 .1208 .1416
Accrual Rates: Employees earn PDO’s on a maximum of 160 regular hours worked each month. The hours are calculated using the ratios stated above.
Eligibility: Regular full-time and part-time employees: Benefits will be earned and used as follows: Day one (1) through day ninety (90) benefits will be earned and used as follows: (Initial employment period (90) days). Time will be accrued and may be used after the ninety-first (91) day.
PDO ACCRUAL AND ACCESS
Employees will accrue PDO hours from their date of hire. Temporary and irregular employees are not eligible to earn PDOs.
PDOs accrue on productive time worked only up to 160 hours per pay period. Productive time worked includes working time, paid mandatory inservice. PDOs do not accrue on PDO hours, M.S.L. hours, call time or non-paid inservice time.
Personal time off taken without pay while having PDOs accrued must be approved on an exception basis only by Administration. When you are asked to take time off due to low census, you may elect to take time off without pay or to use your accrued PDOs.
ACCESS TO PDO
(Procedure)
Employee submits a request to his department supervisor at least two (2) weeks in advance for the supervisor to arrange scheduled coverage for the absence. However, a supervisor may approve a short notice request if they can arrange scheduled coverage in time to permit the absence.
When an employee takes time off for a legal holiday and when the holiday falls during the normal workday, the employee can choose to have this holiday deducted from the accrued PDO bank.
When an employee is scheduled by his supervisor to be off duty on a legal holiday, no request form is necessary.
PDO bank time off may be granted in increments of two (2) hours, but in order to facilitate record keeping, it is strongly recommended that time be taken in eight (8) hour increments (1 day).
Records of accrual for PDO and M.S.L. programs for each employee will be kept based on time sheet entries, and printed out on each individual employee’s pay check every pay period. It shall be the employee’s responsibility to enter time worked on their time sheet. The department head will review the time sheet, compute the total hours, and then submit them and the departmental schedules to the Payroll Office where the time will be verified and recorded. If the employee questions the amount of time accrued, he/she should discuss the problem with the department head, Payroll Clerk or ultimately with the Administrator.
PDO Program time off in all cases must be applied for and approved beforehand by the department supervisor.
The time taken off must be entered on the employee’s time sheet as PDO bank time off by each employee.
MAJOR SICK LEAVE
Employees shall earn 4.84 hours of sick leave per 160 hours of regular working time. No employee may accumulate more than 160 hours of sick leave time.
Regular working time shall be defined as actual hours worked, but shall also include attendance at paid mandatory inservice time. Sick leave shall not accrue on PDO hours, sick leave hours, on-call time, or non-paid inservice time.
Sick leave is intended to provide income for employees on days when a physician requires the employee to be absent from work. A written physician’s statement shall be required before hours may be taken as sick leave time. The use of MSL’s shall start on the day you see the doctor. Otherwise, the time will be taken from the employee’s bank of paid days off (PDOs). Medical Providers cannot provide a written statement without a physical examination or an office call.
ACCESS TO MAJOR SICK LEAVE
All full-time and part-time employees shall accrue sick leave from their date of hire. Temporary employees shall not be eligible to earn sick leave. After completing ninety (90) days of employment, eligible employees may begin accessing their sick leave under the following conditions:
1. When the employee is hospitalized and is therefore unable to be at work.
2. When the employee undergoes outpatient surgery or emergency treatment, and is required by the physician to be absent from work.
3. When the employee’s physician requires the employee to be absent from work for a non-work related injury.
4. When the employee’s physician requires the employee to be absent from work because of illness.
MAJOR SICK LEAVE PROCEDURE
The employee must provide to his/her supervisor, verification of hospitalization, outpatient surgery or emergency treatment, or a physician’s written requirement to be absent from work for a non-work related injury or illness, before sick leave can be approved and paid.
KIOWA COUNTY HOSPITAL DISTRICT
1 PERSONAL DAYS OFF GIVE AWAY
DEPARTMENT: THIS REVISION 10/02/2002
Administration LAST REVISION
EFFECTIVE 11/01/2002
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
PDO GIVE AWAY
As a consideration to all employees, the option of giving away their personal days off to other employees in times of need, if the employee wishes to do so.
1. Any employee who has personal days off accrued may donate these days to another employee.
2. The maximum amount of personal days off that anyone can donate within one (1) calendar year is 40 hours.
3. These may be donated to as many people as you would like to.
4. This is to be done only if the employee wishes to do so and will be done anonymously. (Unless donating employee wants receiving employee to know.)
5. A form will be provided to fill out how many hours and who you wish these hours to go to. The form will be kept in the your personnel file.
PERSONAL DAYS OFF DONATION AUTHORIZATION
Date___________________________
I hereby authorize Weisbrod Memorial Hospital to donate _______________ hours from my Personal Days Off hours to ____________________________________.
_______ Please check if you want donation to be anonymous
Employee Witness
KIOWA COUNTY HOSPITAL DISTRICT
1 SHORT-TERM DISABILITY INSURANCE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE 9/1/2011
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD provides employees who are regularly scheduled for an average of twenty hours per week the option of short-term disability insurance. PRN and temporary employees are not eligible.
KIOWA COUNTY HOSPITAL DISTRICT
1 TIME OFF TO VOTE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
An employee may be allowed up to two (2) hours off during the time polls are open, unless they have three or more non-scheduled hours available to them during the polling times (7:00 a.m. to 7:00 p.m.) on election day to exercise voting privileges. Arrangements must be made in advance with your department supervisor to insure proper coverage is available. If at all possible, employees should try to vote on their own time, so as not to interfere with normal hospital functions.
KIOWA COUNTY HOSPITAL DISTRICT
1 PENSION PLAN
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD offers a defined contribution plan for all employees who qualify as follows:
1. Eligibility
All employees, except PRN employees. Employer contribution will start after 1 year of service and 1000 hours per year.
2. Vesting
5 year graded at 20% per year.
3. Contributions
We offer a matching plan, where employees are matched dollar for dollar up to 3% by employer. The maximum the employer will contribute is 3%.
Example: Employee 1% = Employer 1%
Employee 2% = Employer 2%
Employee 3% = Employer 3%
Employee 4% = Employer 3%
Additionally, an employee may contribute up to the legal maximum. An additional catch-up contribution may be made by those ages 50 and over.
All employees may begin making employee contributions after 90 days of employment and after 1 year of service the employer portion will begin.
Vesting in the plan is in conformity with current Government regulations regarding vesting.
KIOWA COUNTY HOSPITAL DISTRICT
1 TAX SHELTER ANNUITY
DEPARTMENT: THIS REVISION 11/11/2004
Administration LAST REVISION
EFFECTIVE 11/11/2004
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
The hospital is a governmental entity. Employees are eligible to contribute portions of their salary before taxes to a TSA account. These contributions and interest earned are sheltered from taxes until such time as money is withdrawn from your account. A TSA is a retirement income investment. As a KCHD employee, you are eligible for this benefit from your most recent date of hire.
KIOWA COUNTY HOSPITAL DISTRICT
1 UNEMPLOYMENT COMPENSATION
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Employees of KCHD are eligible for unemployment compensation. If you become unemployed, your eligibility for receiving benefits is determined by the Unemployment Compensation Laws of Colorado.
KIOWA COUNTY HOSPITAL DISTRICT
1 WORKERS’ COMPENSATION
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
By law, all KCHD employees injured in the course of employment are covered by Worker’s Compensation Insurance. The program allows you to have medical expenses paid and to receive a portion of your lost wages as set by Colorado State law, as a result of an injury or illness arising out of your employment. Lost wages are not paid for the first three (3) days unless you are out of work 14 or more days. Then the first three (3) days of lost wages are paid retroactively. All injuries, no matter how small, must be reported immediately to your supervisor. An incident report completed by you and your supervisor must be forwarded to Human Resources within 24 hours of the incident. Worker’s Compensation benefits are integrated with your Major Sick Leave benefit if available.
Temporary On-the-Job Injury or Illness: If an employee receives a duty-related injury or illness, he/she may use their accumulated sick leave to make up the difference between their regular pay and the worker’s compensation benefits. Should the accumulated sick leave be exhausted, accrued vacation time may be utilized in the same fashion.
At the employee’s option while receiving Worker’s Compensation, all or a portion of his accumulated sick leave may be used to supplement Worker’s Compensation payments at a total amount not to exceed the difference between his weekly Worker’s Compensation benefits and forty (40) hours straight time rate of pay. Also, at the employee’s option, when an employee has exhausted his sick leave he may elect to use his accumulated vacation time.
KIOWA COUNTY HOSPITAL DISTRICT
1 MODIFIED DUTY/RETURN-TO-WORK POLICY
DEPARTMENT: THIS REVISION 1/21/2004
Administration LAST REVISION
EFFECTIVE 2/1/2004
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Kiowa County Hospital District has elected to adopt a return-to-work policy with the intent to utilize eligible injured workers in a productive capacity while they are recovering from an injury. The goal of temporary modified duty is to provide a progression of job duties that will return the injured worker to their regular job.
The Safety Officer in conjunction with the Human Resources Director will be responsible for coordinating the return-to-work program.
The following return-to-work program should be followed when a worker sustains a work-related injury or illness.
1. All injuries will be reported immediately to the worker’s direct supervisor who will notify the designated coordinator. Injuries will be filed via the Internet, phone or fax to our current workers' compensation insurance carrier within 24 hours.
2. The injured worker will seek medical attention from the designated medical provider as currently documented. In case of an emergency, the injured worker is to seek medical attention from the nearest medical facility. Follow-up care must be coordinated through the designated medical provider. Our current workers’ compensation insurance carrier may not pay for medical expenses incurred by the injured worker, if he or she seeks unauthorized treatment from a non-designated medical provider. When possible, follow-up medical appointments are to be made before or after work hours. Time off for medical appointments will be treated consistently with other personnel policies.
3. The department manager and/or Human Resources Director will maintain regular contact with the injured worker and be kept informed of recovery status and obtain updated work restrictions.
4. The Safety Committee and each Department Manager will prepare a list of modified duty tasks.
5. The injured worker will be paid based on the time worked, as determined by management. If the injured worker is being paid for less time worked during modified duty, our current workers’ compensation insurance carrier may pay Temporary Partial Disability (TPD) benefits.
6. During the modified duty period, the designated coordinator will provide to our current workers’ compensation insurance carrier records of wages paid to the injured worker. If the injured worker is receiving full wages during the modified duty period, the designated coordinator will provide our current workers’ compensation insurance carrier a statement to that effect; no ongoing provision of pay records is then required.
7. Modified duty will be allowed as long as it is realistic for the job to continue, or until the injured worker receives a release of full duty or reaches maximum medical improvement (MMI).
8. The Department Manager will monitor and document the injured worker’s performance while on modified duty.
While on modified duty, the injured worker will be held to all existing personnel policies and will be responsible for maintaining acceptable performance standards as a condition of continued employment.
Modified duty assignments are designed to be temporary and transitional in nature. The supervisor, injured worker and relevant staff will review them jointly to address increasing work duties and overall performance. This will be completed at least once a month.
KIOWA COUNTY HOSPITAL DISTRICT
1 SOCIAL SECURITY (FICA)
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Social Security is the Federal Insurance Program providing a continuing income when your earnings are reduced or stop because of retirement, disability, or death.
Social Security benefits include:
Retirement Income
Disability Benefits
Survivors Benefits
Health Care Insurance (Medicare)
Death Benefits
Your contributions to Social Security are deducted from your wages every payday. KCHD matches them according to IRS regulations and sends the combined amount to the Internal Revenue Service. At the end of each year, KCHD gives you a statement of your Social Security contributions deducted from your pay (Form W-2). Before you or your family can get social security benefits, you must have credit for a certain amount of work under Social Security. The exact amount of work credit depends on your age. The amount of the monthly payments depends on your average earnings over a period of years. Any questions about Social Security benefits or Medicare may be addressed to the Social Security office. The address and phone number of the office are listed in the telephone directory under Social Security Administration.
KIOWA COUNTY HOSPITAL DISTRICT
1 MEAL TICKET
DEPARTMENT: THIS REVISION 09/01/2012
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
A meal ticket may be purchased by you, as a KCHD employee, for use in purchasing food available in the hospital cafeteria. The meal ticket may be purchased directly from the cafeteria cashier or the business office.
Staff members shall let Dietary know if they would like to order a meal in the cafeteria. Sign up times are 9:30 a.m. for lunch and 3:00 p.m. for supper.
KIOWA COUNTY HOSPITAL DISTRICT
EMPLOYEE EDUCATION ASSISTANCE PROGRAM
DEPARTMENT: THIS REVISION 08-01-2004
Administration LAST REVISION 02-21-2002
EFFECTIVE 08-01-2004
RESPONSIBLE FOR UPDATE:
Human Resources/Personnel
COMPLIES WITH:
General Human Resources Policies
PURPOSE:
Realizing the need for continuing education, Kiowa County Hospital District encourages employees to take advantage of available opportunities for continuing their education and keeping current with new rules and regulations in order to better serve our patients and customers. In order to meet this ongoing requirement, the facility established the following guidelines.
POLICIES:
1. In-service Education. Different programs are offered during the year and are mandatory or non-mandatory.
All mandatory programs include regular pay compensation to the employee for their attendance. All non-mandatory education may be attended as time and workload permit. Check with your department manager for guidance in attendance.
2. Workshops and Seminars. Education Leave may be authorized by the employee department manager on an individual basis for employees selected to participate in off-site workshops or other meetings related to hospital work.
3. Employee Higher Education Assistance Program. Assistance is available to you in the form of tuition reimbursement if you have been employed for twelve (12) months. To be eligible, an employee must be a part-time or full-time permanent employee prior to the time of enrollment in the course and must continue to work at least part-time throughout the semester for which tuition fees are reimbursed.
The course must be of mutual benefit to the employee and KCHD and must be taken on your own time outside regularly scheduled working hours. The course must be taken in a recognized school, accredited or certified by an appropriate accrediting body. KCHD will reimburse the employee for fifty (50) to one hundred (100) percent (depending upon the budget for the year and approval of the Administrator) of the course expense (i.e. tuition, books, laboratory fees) if the employee receives a grade of C or better. Enrollment in the tuition reimbursement program must be approved first by your Department Manager and then the Administrator. Approval will be based in part on Board budgeted funds and the employees currently enrolled in higher education programs.
Once approval is obtained, a contract (see attached sample) will be initiated and the employee will be required to commit to a specific period of time (6 months to 4 years) after the education is completed. If the employee fails to abide by their individual contract, a portion of the education assistant money will be required to be repaid as per the contract. A guideline for this will be based on individual and department needs, but in general for each year the employee is reimbursed for education they will be required to commit to an equal number of years after completion of the higher educational program.
EDUCATION ASSISTANCE PROGRAM CONTRACT
Both parties’ _________________ (Employee) and Kiowa County Hospital District (Hospital) are entering this agreement to help Employee further his/her education as follows:
1. Both agree that Employee will return to school and work toward a ________________________________________________ Degree/Certificate.
2. Both agree to follow the guidelines outlined in the Employee Education Assistance Program in the blue Personnel Policy Book.
3. The Hospital will commit to the cost estimate provided by Employee of one-half of the $_________________________ requested.
4. The amount paid to the employee will be given when receipts are provided and the grades awarded. A running total of reimbursement will be maintained.
5. Employee agrees to work for the Hospital for _____________ years, _____________ months starting after the last reimbursement check is paid, whether the degree/certificate is completed or not.
6. If Employee leaves employment before the _______________ year term expires, he/she will repay the Hospital all monies advanced at the rate of _________ of the amount times the months remaining for completion of the ____________ year term. Otherwise, each month he/she works beyond the final payment _________ of the amount of money will be forgiven. At the end of the ______________ year past the educational agreement time period this agreement will terminate.
Signed,
Employee Administrator
Date Date
KIOWA COUNTY HOSPITAL DISTRICT
1 TRAVEL EXPENSE REIMBURSEMENT AND REPORTING
DEPARTMENT: THIS REVISION 1/4/08
Administration LAST REVISION 01/1993
EFFECTIVE 1/16/2008
RESPONSIBLE FOR UPDATE:
Fiscal Services
COMPLIES WITH:
General Facility Policies
POLICY
1. Employees will be reimbursed for expenses incurred during the conduct of facility business. Such expenditures shall be reasonable in amount and nature and shall conform to facility standards as outlined in this document.
2. The facility recognizes the need for continuing education and inservice to maintain quality care for patients. Therefore, the facility attempts to provide as many in-facility-training courses as is reasonable. However, on occasion, due to logistics, the facility will send employees outside the facility for training. In such cases, the facility will reimburse the employee for applicable cost. Whenever possible, employees are encouraged to take advantage of in-services within the Colorado state area. Generally, only the department managers or administrative representatives will be authorized to travel out of the state and such travel should be limited to the surrounding Colorado area. All travel must be approved in advance by the immediate supervisor.
SPECIAL NOTE:
When a facility employee travels for business, he/she assumes significant responsibilities as a facility representative. Appearance, attitude and conduct reflect directly on the public image of the facility.
The following procedures apply to all facility personnel while on Hospital assignment.
TRAVEL:
1. Travel Advances are for facility employees who have cause to make occasional business trips. The facility does not wish to inconvenience such travelers by requiring them to use their own funds. Such travelers may request a “temporary cash advance” (Appendix A & B), which is sufficient to meet the estimated cost of the impending trip. The request should be turned into Fiscal Services by Monday noon of the week preceding the trip. Within 4 days of completion of the trip, the employee will be expected to submit an expense report with required receipts (Appendix C) and return the unused portion of the advance to the Fiscal Services Department. When an employee takes an advance, they must recognize that they are responsible for safeguarding those assets of the facility. It is also facility policy that the facility will not be responsible for loss or theft of cash beyond $25.00.
2. Modes of Travel
a. Personal Automobiles: On occasion, it is necessary for a facility employee to use a personal car for business purposes. In such instances, the employee should report actual miles traveled on the expense report. The traveler will be reimbursed at the current rate that is designated for that particular budget year when travel was made. Contact Fiscal Services for the current rate. When two or more are attending the same meeting ride sharing should be used. Travel between office and home is not business expense. If any employee is required to travel from the office to another location, such travel is properly identified as a business expense. If the traveler does not report to the office, but goes directly to another location, he/she will be reimbursed for the mileage in excess of what would normally be traveled between his home and the office.
In addition, expenses for parking and toll for business travel will be reimbursed at cost. Parking and toll receipts must be attached to the reimbursement request. In no event will traffic or parking fines be reimbursed by the facility.
When trips are longer than 250 miles one way, the most economical and time saving method of transportation may not always be by automobile. In such cases, it is expected the employee will explore other methods of travel and select the most convenient and economical method. Should any employee select to travel in his personal car for his own convenience, and there are other means of transportation available which are less expensive and preferred, reimbursement request will be for amount of the less expensive mode of transportation. Employee must still indicate mileage driven on expense report in order to document that airfare was the lowest rate. Expense reports cannot be processed without this information.
Mileage will be reimbursed at the current rate. Reimbursement will be for accepted miles from Eads or home, if closer, to the destination address and back to Eads. MapQuest will be used to calculate these miles. The shortest distance will be used for reimbursement. The address of the class must be noted on the Expense Report. Mileage will be paid only one time per event. There must be circumstances beyond our control to pay mileage to more than one person.
a. Rental Cars: Such vehicles should be used with great discretion by facility employees. The employees should request a basic intermediate/economic automobile. Facility discount rates should be used to secure the most economical rate. However, the billing will be directed to the employee. Rental car receipts must be attached to the expense report for any reimbursement.
When using a rental car, it is advised to take out additional $15.00 a day insurance as your deductible amount is your financial decision and KCHD will not reimburse.
b. Taxi and Shuttle: Employees requiring temporary service transportation are encouraged to use the most convenient and economical mode of transportation available. If convenient, shuttle service from airports to hotels may be free or much less expensive than taxi fare. Taxi or shuttle should be documented with a receipt. Drivers are accustomed to furnishing such receipts upon request. Tips to drivers should be included and noted as tip expense.
c. Commercial Aircraft: Employees should use commercial aircraft for travel when it appears to be the most convenient and/or economical mode of travel. For purposes of economy, all employees should travel using tourist (economy class tickets).
All tickets should be paid by the employee. Receipts are required for reimbursement and must be attached to the expense report.
Air travel insurance is purchased only at the discretion of each individual and should not be included on travel expense reports, since such an expense is not considered necessary business expense.
3. Motel – Hotel Accommodations
Facility employees should use standard, first quality motel and hotel rooms while traveling for business purposes. Usually, each motel and hotel will have room rates, which vary significantly. It is requested you ask for an economical room. All in state lodging should be given a copy of the facility tax-exempt certificate to ask for non-payment of state taxes. Unless requested for business purposes, suites are not considered as necessary accommodations for facility employees. Motel-hotel charges should be made by the employee and itemized receipts are required for reimbursements. These should be attached to the expense report. (Appendix C).
4. Food and Beverages
Facility employees are expected to use discretion regarding the food and beverage expenses while traveling. Alcoholic beverages will not be considered an appropriate business expense and will not be reimbursed. Travelers are encouraged to utilize quality restaurants but advised to avoid establishments where food costs are exorbitant. For one-day trips, the maximum breakfast and lunch amount that will be reimbursed is $10.00 per meal.
For multiple-day trips, the maximum food and tip allowance is as follows: $35.00 maximum per day per individual.
Receipts should be obtained for all expenditures when submitting expense reports. (Cash receipts from restaurants are quite acceptable.) IRS rulings also require complete documentation of entertainment expenses including names, dates, name of restaurant, type of meal, business relationship of person being entertained, and business purpose.
5. Miscellaneous Expenses
a. Laundry/Dry Cleaning: For trips not exceeding five (5) days, it is expected that the employee can pack a sufficient quantity of clothing to avoid laundry/dry-cleaning expenses.
b. Personal Services: Personal expenses, i.e. hair, shoes, etc., should not be reported as business expenses on travel expense forms; these are considered personal expenses, paid by the employee.
c. Personal Telephone Calls: For overnight business trips employees will be reimbursed a maximum of $8.00 a day (per day, no carry-over, no aggregated) for personal phone calls to their family. Because these calls are of a non-business nature, any amount spent above the $8.00 per day limit will be the employee’s responsibility and will not be reimbursed by the facility. Employee calls made during trips, which do not require overnight stay will not be reimbursed by the facility. Employees should place calls through the hotel switchboard in order to secure proper documentation of the expense.
6. A maximum of 8 hours only will be paid for each day away for education or training. Travel time to and from the education will not be paid. Only mileage will be reimbursed if personal car is used.
7. Expense Report
An expense report detailing all expense associated with the trip should be submitted to the Fiscal Services Department within four days of completion of the trip. (Appendix C). Expenses should be showing the date and expense that was incurred. Lodging for example should be shown each day and not shown as a total. Tips for meals should be shown for each day and not shown as a total. Tips for meals should be on the expense report where listed, and noted on the meal receipt. Expenses and registration fees should be shown as an expense on the expense report only if they were not prepaid by the Hospital. The expense report should be signed by the employee and his/her immediate supervisor before submitting it to Fiscal Services. The “Purpose of Expense” section of the report must be completed and totaled to receive reimbursement. Reports lacking necessary receipts, explanations or signatures will not be reimbursed until they are completed.
Note: Obtain expense reports from Fiscal Services, Department Managers or the Mail/Fax Room.
APPENDIX A
KIOWA COUNTY HOSPITAL DISTRICT
2 APPLICATION FOR TRAVEL ADVANCE
Employee Name:
Department:
Reason for Travel and Destination:
Funds to Cover Dates of:
ESTIMATED EXPENDITURES:
Lodging: days at = total
Meals: days at = total
Transportation: = total
Miscellaneous: = total
Total Estimated Expenditures: = total
Employee Signature: Date:
Immediate Supervisor Approval:
APPENDIX B
KIOWA COUNTY HOSPITAL DISTRICT
3 EMPLOYEE TRAVEL ADVANCE REQUISITION FORM
I, _______________________________________, am in receipt of check #____________ in the amount of ___________________ on this day of _____________________________ for purposes of employment required travel expenses for ________________________________ ________________________________________________. Upon return from above-stated event, I agree to furnish the required proof of expenditures and then shall in turn be released from obligation to the Hospital for the above-stated amounts, and do agree to return to the Hospital any advanced amounts above the expenditure amounts. If these advanced amounts are not returned with the expense report, the employer may deduct the amount from the employee’s next paycheck.
Employee Signature Date
Immediate Supervisor Signature Date
APPENDIX C
KIOWA COUNTY HOSPITAL DISTRICT
4 EXPENSE REPORT
Week Ending Saturday
Print Name Department
Location Purpose
|Day/Date |Sun/ |Mon/ |Tue/ |Wed/ |Thu/ |Fri/ |Sat/ |Total |
|Auto Mileage Personal Car | | | | | | | | |
|Mileage Allowance | | | | | | | | |
|Lodging | | | | | | | | |
|Breakfast | | | | | | | | |
|Lunch | | | | | | | | |
|Supper | | | | | | | | |
|Plane Fare | | | | | | | | |
|Auto Rental | | | | | | | | |
|Parking | | | | | | | | |
|Tips (excluding meals) | | | | | | | | |
|Telephone | | | | | | | | |
|Business Meals (A) | | | | | | | | |
|Business Entertainment (A) | | | | | | | | |
|Misc. (B) | | | | | | | | |
|Total Paid by Employee | | | | | | | | |
|Advanced by Employer | | | | | | | | |
| Balance Due | | | | | | | | |
A) Business meals and/or Entertainment
|Date |Description /Location |Persons Entertained |Purpose |Amount |
| | | | | |
| | | | | |
| | | | | |
| | | | | |
| | | | | |
B) Explanation of Miscellaneous Expenses
|Date |Explanation |
| | |
| | |
| | |
| | |
| | |
Signature Approved
KIOWA COUNTY HOSPITAL DISTRICT
1 EMPLOYEE ASSISTANCE PROGRAM (EAP)
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD has made available to its employees an Employee Assistance Program, which offers confidential help for problems which the employees feel are difficult to handle alone. Full details of the program and how you can utilize EAP services are available through your supervisor or the Administrator.
KIOWA COUNTY HOSPITAL DISTRICT
1 COBRA
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
On April 7, 1986, President Reagan signed into law, Public Law 99-272, the Consolidated Omnibus Reconciliation Act of 1985 (COBRA). COBRA requires employers to offer health coverage for employees and qualified beneficiaries on the occurrence of certain qualifying events. This continuation requirement became effective for the KCHD plan July 1, 1987. For more information about your eligibility for COBRA benefits, please contact the Human Resources Department.
If an employee elects to take COBRA coverage they must notify the Human Resource Manager within 60 days of such event. The employee is required to pay the full premium and an additional two-percent (2%) for administrative fees.
PERSONNEL POLICIES & PROCEDURES
KIOWA COUNTY HOSPITAL DISTRICT
1 WORKING TOGETHER
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
As a summary of basic principles, KCHD personnel policies and procedures do not include all the rules and regulations that apply to every situation. Its contents have to be viewed within the framework of the KCHD policies, procedures and instructions, and the requirements of the law. Moreover, the absence of a specific hospital procedure or instruction covering a particular situation does not relieve employees from exercising the highest standards applicable to the circumstances. If you have any questions as to what the proper course of conduct should be in any given situation, discuss it with your supervisor immediately. It is important you do not delay in getting your questions or concerns answered.
In reading and understanding KCHD’s personnel policies and procedures, it is important for you to keep in mind that as circumstances change, so will the hospital’s personnel policies and procedures.
KIOWA COUNTY HOSPITAL DISTRICT
1 CONFIDENTIAL INFORMATION
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
As a healthcare institution, it is the responsibility of every Administrator, Manager, Supervisor and employee to know the following:
Only authorized KCHD employees can release any patient information. There is to be no access to information or discussion with anyone without a business need. At no time is the identity, diagnosis or condition of a patient to be discussed outside the hospital except as officially sanctioned by KCHD administration.
Patient information is confidential and shall not be shared with unauthorized parties. Failure to maintain that confidence is grounds for discipline up to and including immediate dismissal. All rules and regulations regarding telephone confidentiality must be followed.
As a KCHD employee, you must also be aware that other types of hospital-related information is classified as confidential (i.e., personnel, medical staff, and financial information). Wrongful disclosure of breaches or any type of confidential information will lead to disciplinary action up to and including termination of employment.
KIOWA COUNTY HOSPITAL DISTRICT
1 CONFLICT OF INTEREST
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
All of us make decisions, which involve or affect others. As a KCHD employee, all such business decisions are to benefit KCHD and the healthcare organizations we serve. In order that self-interest be as remote as possible from business decision making, it is KCHD’s policy that whenever you do business with others, you must have no familial or financial interest in the decision. Gifts and favors, beyond routine and customary, from those with whom the hospital does business are strongly discouraged. Purchase discounts are to benefit KCHD or the organizations we serve not individual employees.
If you think that a business decision may involve a familial or financial self-interest, discuss the situation ahead of time with the Administrator. By doing so, you are protected by the prior disclosure of the circumstances.
KIOWA COUNTY HOSPITAL DISTRICT
1 COMPUTER INFORMATION POLICY
DEPARTMENT: THIS REVISION 12/21/2004
Administration LAST REVISION
EFFECTIVE 4/12/2006
RESPONSIBLE FOR UPDATE:
Human Resources/Personnel
COMPLIES WITH:
General Human Resources Policies
2 SYSTEMS
1. During your employment, you may have access to Kiowa County Hospital District’s (KCHD) computer systems through personal desktop and laptop computers, local and wide area networks, while on or off KCHD premises. Use of KCHD’s computer resources is restricted to KCHD business only. Therefore, documents or files created thereon are the property of KCHD. All information regarding access to KCHD’s computer resources, such as user identification, modem phone numbers, modem access codes, and passwords are KCHD confidential information and may not be disclosed to non-KCHD personnel.
2. All computer files, documents and software created or stored on KCHD computer systems are subject to review and inspection at any time. In this regard, you should not assume that any such information is confidential, including E-mail.
3. Computer equipment should not be removed from KCHD premises without written approval from the Administrator. Upon termination of employment, all computer hardware and all passwords should be returned to the employee’s immediate supervisor.
3 SOFTWARE
1. Employees are indirectly responsible for the ongoing integrity of KCHD computer data and computer security system. Access to computer files is restricted to the job related need and access must be authorized by the appropriate department manager.
2. KCHD has numerous licenses to utilize computer software. The license agreements contain restrictions concerning the software use, duplication and federal copyright protection.
3. Each employee who uses KCHD computer resources assumes the responsibilities listed below:
1. Only software that has been authorized and purchased by KCHD should be loaded or used on any KCHD computer. Personal or loaded software may contain computer viruses, which could be potentially damaging to KCHD’s systems and database. The cost of repair from damage to KCHD computers and network caused by personal (not KCHD) programs will be employee’s responsibility.
2. KCHD or vendor software and software manuals should not be duplicated or reproduced in any manner. Such actions are in violation of license agreements KCHD and its employees are obligated to abide by.
3. KCHD software is not to be altered in any manner, including, but not limited to decompiling, disassembling, cross compiling, reverse engineering, or creating derivative works.
4. Computer software or documentation should not be removed from KCHD premises without written approval from a department manager.
5. Upon termination of employment, all computer software and manuals should be returned to the employee’s immediate supervisor.
4. Violation of any of the above provisions will not be tolerated.
4 E-MAIL USE
1. All computer files are the properly of the Kiowa County Hospital District regardless of their physical location or the form in which they are maintained. Employees are hereby advised and understand that E-mail messages may be public records that are subject to the mandatory disclosure requirements of the Colorado Open Records Act. The use of E-mail shall comply with all of the requirements set forth herein.
2. No employee shall address a mass E-mail message to all employees, unless such message is authorized by the Administrator. Employees may use mass E-mail solely for official KCHD business. Such use may include work related social events such as lunches, retirement, birthdays, and notice of bereavement. Personal messages or those of general interest, including, but not limited to, “for sale” notices, ticket sales, etc., are not appropriate for mass E-mail.
3. Employees shall not use E-mail to convey information that is protected health information, confidential or otherwise subject to non-disclosure under the law, regulation or rule. Such confidential or privileged information may include, but is not limited to, communications to and from KCHD’s Attorney involving legal questions or issues, information from personnel files, police department/criminal justice records, credit card data, information regarding legal or other actions against or involving KCHD grievances, etc. If any employee is not sure whether information is confidential or privileged, the employee should consult with his or her department head or Administrator before communicating such information via E-mail. All E-mails must not violate HIPAA rules and regulations.
4. Employees shall not use E-mail for any communications that could be considered official or public business or to discuss any confidential matter. This would include, but is not limited to, directives, policy decisions, protected health information, and any other items that should be retained longer than fourteen days. Anything that would have been conveyed via memorandum prior to the existence of E-mail should be sent as a memorandum through interoffice.
5. Employee shall not open executable files attached to E-mail files that have not been scanned for viruses. These files traditionally end with “exe”. This does not include word processing or other attached documents.
5 ACCESS TO E-MAIL AND PASSWORDS
1. The Kiowa County Hospital District reserves the sole and exclusive right to access and disclose all E-mail messages of employees, for any purpose whatsoever. However, KCHD may not provide access to any person who is not authorized under this policy or pursuant to state law to have access to such E-mail.
2. The Administrator and IT Personnel have authorized access to all E-mail files and communications of any employee and shall provide, when deemed necessary, written authorization to department heads to access an employee’s E-mail files and communications. KCHD shall have the sole and exclusive right to delete and retain any or all E-mail messages or files of any employee who is no longer employed by KCHD.
3. To increase the security of KCHD’s computer system, KCHD provides employees who have access to E-mail with password protection. Employees shall protect KCHD’s security by regularly changing their passwords. Employees shall not share their passwords with any other individual.
6 RETENTION OF E-MAIL
1. E-mail is not backed up on a permanent basis. KCHD stores E-mail only to the degree that allows it to restore the program itself in the event of a system failure.
2. With the exception of archives, E-mail is not a permanent storage medium. Employees are responsible for purging their E-mail in box and out box on a regular basis not to exceed 14 days. Employees must also purge their “trash cans” on a regular basis not to exceed 14 days. KCHD may, in its sole discretion, purge any E-mail that is 14 days or older or that is unopened on a quarterly (calendar year) basis and will announce the decision to purge prior to implementation.
3. If an employee receives E-mail that has the characteristics outlined in Access and Retention of E-mail the employee should contact the supervisor to determine the appropriate period and method for retention.
4. E-mail messages that are announcements of meetings, routine exchanges of information, and other documents that are not used in the conduct of KCHD business or that have no informational value, should be deleted as soon as they have served their purpose.
7 E-MAIL ETIQUETTE
1. Employees should not view E-mail as a “memo” for the purposes of this policy.
2. Employees shall not use E-mail to transmit, retrieve, or store any communication of a threatening, harassing, discriminatory, obscene, vulgar, or profane nature or for any other illegal purpose.
3. Employees shall not engage in electronic snooping or tampering and any such violation subjects the offender to disciplinary and/or legal action. “Electronic snooping” is the unauthorized use of or attempts to use another employee’s password without the employee’s consent, or the unauthorized entry to or attempt to enter the computer files and communications of another without that person’s consent, or the unauthorized entry or attempt to enter the encrypted storage of E-mail messages. “Electronic tampering” is the unauthorized interference with or changing of another employee’s password, computer files and communications, or encrypted storage of E-mail messages.
4. Employees may not send E-mail, which attempts to hide or misrepresent the identity of the sender.
5. Employees shall comply with all other KCHD policies that may apply to the use of E-mail, including but not limited to, the discrimination, harassment, and Internet policies.
8 INTERNET
Access to the Internet is for KCHD business purposes only. Music, videos, games or additional software should NOT be downloaded due to the greater potential of computer viruses and network security risks. The downloading or installing of games and miscellaneous software such as , Wallpapers, Screensavers, Kazaa, Bearshare, Aires, Napster or any other program not related to KCHD business or approved by the KCHD IT or HR departments will not be tolerated. If the customizing of a network computer is deemed necessary and not a security risk, prior approval must be obtained before the customizing is made. Any download that requires the KCHD installed anti-virus detector, anti-spyware program or firewall to be disabled or deleted is not permitted. If a business item requires this type of disabling please contact IT or HR before you proceed. Downloading these programs and/or the disabling of any security features of our network protection will not be tolerated and cost of repairs to computers, software or network will be the responsibility of the person(s) creating the risk to our network or computer integrity.
9 VIOLATIONS OF THE POLICY AND DISCIPLINE
1. Violations: Employees may be disciplined by KCHD or any designee thereof for any conduct that is prohibited by or otherwise in violation of this policy.
2. Complaint Procedure: Alleged violations of this policy shall be reported to the Administrator who shall make inquiry or investigate such complaints and advise the responsible department head of the same. The responsible department head shall then take appropriate action, including disciplinary action provided herein, as may be appropriate.
3. Disciplinary Action/Penalties: Violations of this policy may result in a reprimand; suspension or termination of access to E-mail; disciplinary action pursuant to KCHD’s personnel policies; and legal action in the form of criminal or civil penalties.
KIOWA COUNTY HOSPITAL DISTRICT
1 EMPLOYEE HEALTH PROGRAM
DEPARTMENT: THIS REVISION 10/2012
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
All new KCHD employees must complete a pre-employment health screening prior to starting work. Employees are required to follow our PPD requirements for new hires. It is mandatory that all Employees receive a yearly FLU vaccination. Employees are encouraged to take Hepatitis B immunization. The immunizations and tests are at the hospital’s expense.
Because of the nature of the health care industry, the hospital may from time to time ask you to have additional physical exams or health screenings as determined by the hospital’s Infection Control Committee, Safety Committee or department supervisor with the Administrator’s written approval. Failure to properly complete required health history, health screenings, questionnaires, examinations, or laboratory tests may be cause for discipline up to and including immediate suspension or discharge.
KIOWA COUNTY HOSPITAL DISTRICT
1 SAFETY
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
It is the policy of KCHD to provide and maintain a safe environment and to follow operating practices that will safeguard all hospital employees, visitors, and patients. It is your responsibility as an employee to conduct yourself in a safe manner while at work. Your health and safety and that of our patients are important. Be safety conscious, report suspected safety violations to your supervisor and make recommendations for corrective action. KCHD Safety Committee assists in monitoring and developing safe practices. So, please report any safety problems to your supervisor immediately.
KIOWA COUNTY HOSPITAL DISTRICT
1 INJURY OR ILLNESS AT WORK
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Any injury you receive while working, no matter how minor it may seem, is to be reported immediately to your supervisor. Your supervisor will arrange for medical treatment if needed and complete an incident report of the injury.
Likewise, if you become ill while at work, discuss your illness immediately with your supervisor for referral to appropriate medical treatment or other corrective action as needed.
KIOWA COUNTY HOSPITAL DISTRICT
1 INFECTION CONTROL
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
All KCHD employees should be aware that a hospital has a special duty to ensure that its patients remain free from infections during their hospital stays and that employees are safeguarded from infection while working in the environment. You are expected to be familiar with your assigned department’s Infection Control policies and procedures.
You can help control the spread of infection by:
1. Practicing good personal hygiene.
2. Coming to work only if well and free from infection.
3. Washing hands frequently, but especially before and after patient contact, before and after handling food, and after using restroom facilities.
Hand washing is the single most effective method to prevent the spread of infection.
KIOWA COUNTY HOSPITAL DISTRICT
1 INCIDENT REPORTING PROCEDURE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD employees are instructed on and must follow the procedure for reporting incidents on hospital grounds or incidents which occur while on duty concerning injuries, unusual occurrence, accidents, and near misses involving themselves, patients, visitors, and/or other employees.
Incident report forms are available in most departments or at each nursing station and a procedure for their use can be found in each department’s operation manual.
KIOWA COUNTY HOSPITAL DISTRICT
1 LEAVES OF ABSENCE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Unpaid leave of absence is formal permission to be absent from work without breaking the continuity of an employee’s service. Requests for leaves of absence will be considered for the following reasons:
Medical
Personal
Military
Unpaid leave of absence pertains to formal requests for unpaid time off exceeding five working days.
An approved unpaid leave of absence cannot be used to work for any other firm or organization without the express prior approval of the hospital.
Paid days off (PDO) hours and major sick leave (MSL) benefits do not accrue during leaves of absence. Use of PDO and MSL access by an employee on an approved leave of absence will be in accordance with established hospital policy. KCHD reserves the right to require the use of earned time off in approving all leaves of absence.
During an approved unpaid leave of absence you will continue to accrue credited service up to 30 cumulative days within a 365-day period after which your credited service date will be adjusted on a day-to-day basis.
If you do not return to work at the end of your unpaid approved leave of absence period, your employment with KCHD will be terminated.
If you wish to continue your group insurance and other benefits while on an unpaid leave of absence, you must make arrangements with the Personnel office to pay the total insurance premiums directly to the hospital. This payment must be made prior to the beginning date of the leave and subsequent payments should be made at least one month in advance of the actual month coverage.
Agreed upon arrangements for payment of benefit premiums during a leave of absence will be made part of the Personnel Voucher signed at the time the leave is requested. While on an approved leave of absence, you may elect to terminate benefits any time if you so desire.
When your approved leave of absence expires, you will be eligible for re-employment in accordance with established hospital policy, the conditions of your individual leave, and applicable law.
LEAVE OF ABSENCE
PDO AND MSL ACCESS
When a KCHD employee’s unpaid leave of absence has been approved according to the leave of absence policy, two (2) options for PDO, MSL access exist:
1. You must be paid any portion or all of the unused balance of your Paid Days Off (PDO accrual, not to exceed the approved length of leave.
2. In case of a medical leave, you must first use Major Sick Leave (MSL) accrued before leave officially begins or disability payments begin.
MEDICAL LEAVE
KCHD employees will be considered for a medical leave of absence due to personal illness or injury, including medical maternity reasons for up to a three (3) month period. Extensions of an approved medical leave can be made beyond three months, on a month to month basis not to exceed 12 months.
The procedure for requesting a medical leave is as follows:
1. A request for leave of absence form must be completed and signed by you and submitted to your supervisor (emergencies excepted).
2. A physician’s statement must accompany your request for a medical leave and must be submitted to the Personnel Department prior to approval of your leave of absence.
Approval:
1. Requests for a medical leave will be considered and approved by hospital administration on an individual basis.
Re-Employment:
1. Employees returning from an approved medical leave of absence must supply a physician’s written release allowing your return to work.
2. For approved leaves of absence, the hospital will make reasonable efforts to place you in your former position or into a comparable position depending on the staffing needs that exist at the time you return from your leave of absence.
PERSONAL LEAVE
Each full or part-time employee must have completed ninety (90) days of service to be eligible to apply for a personal leave of absence. All such leave of absence requests must be presented in advance, in writing to your supervisor. KCHD reserves the right to approve personal leaves of absence on an individual basis in the best interest of the hospital and you, the employee, in accordance with established hospital leave of absence procedures.
Personal unpaid leaves of absence will be considered for up to a one (1) month (30 days) period of time. Extensions will be considered on a month-to-month basis, not to exceed 12 months.
The procedure for requesting a personal leave of absence is as follows:
1. Normally, the request for leave of absence form must be completed and signed by you and submitted to your supervisor two weeks in advance.
Approval:
Requests for a personal leave of absence will be considered and approved by hospital administration on an individual basis.
Re-employment:
1. You must return to work at the time your approved leave of absence expires. Failure to return to work on the agreed date will result in automatic termination of employment.
2. Your return to work from an unpaid leave of absence is dependent upon the same position being available at that time. If an appropriate opening is not available, you may be considered for the next available appropriate opening. You may be offered an available alternate position. If there is no available alternate position, or you choose not to accept the available alternate position, your employment with the hospital will be terminated. In that instance, you become eligible for rehire in accordance with the established hospital rehire policy.
MILITARY LEAVE
Leaves of absence without pay are allowed for employees who enlist, or are inducted into the Armed Forces of the United States under the Universal Military Training Act or under the Reserve Forces Act of 1955. Benefits and reemployment rights are in accordance with applicable laws.
As a KCHD employee, you must request the military leave of absence by presenting a copy of your orders and giving full details of the nature of the military service.
RESERVE AND NATIONAL GUARD DUTY
KCHD employees, who are members of the Military Reserves/National Guard and request a two-week personal unpaid leave for annual training with the Reserves/National Guard, will retain all benefits during this period as allowed by the applicable rules of the insurance companies. As a hospital employee returning from extended active duty, you will be re-employed as provided by Federal Law.
If you are on Reserve or National Guard duty, you may elect to use PDO time during this period.
RETURNING TO WORK POLICY
If you have missed work due to medical reasons, you may be required to provide a physician’s release prior to returning to work. Should KCHD require you to have lab cultures done before allowing you to return to work because you had an infectious disease, that expense will be paid by KCHD.
2 KIOWA COUNTY HOSPITAL DISTRICT
FAMILY MEDICAL LEAVE ACT POLICY
DEPARTMENT: THIS REVISION 01-01-2009
Administration LAST REVISION 12-01-2003
EFFECTIVE 01-01-2009
RESPONSIBLE FOR UPDATE:
Human Resources/Personnel
COMPLIES WITH:
Family Medical Leave Act of 1993 (FMLA)
PURPOSE
The Hospital District, in order to comply with FMLA, establishes a Family Leave policy of up to 12 weeks of unpaid leave to eligible employees for family and medical reasons.
1. Reasons for Requesting Leave.
A covered employer must grant an eligible employee up to a total of 12 workweeks of unpaid leave during any 12-month period for one or more of the following reasons:
• For the birth and care of a newborn child of the employee;
• For placement with the employee of a son or a daughter for adoption or foster care;
• To care for a spouse, son, daughter, or parent with a serious health condition;
• To take medical leave when the employee is unable to work because of a serious health condition, or
• For qualifying exigencies arising out of the fact that the employee’s spouse, son, daughter, or parent is on active duty or call to active duty status as a member of the National Guard or Reserves in support of a contingency operation.
A covered employer also must grant an eligible employee who is a spouse, son, daughter, parent or next of kin of a current member of the Armed Forces, including a member of the National Guard or Reserves, with a serious injury or illness up to a total of 26 workweeks of unpaid leave during a “single 12-month period” to care for the servicemember.
2. Eligibility.
To be eligible for FMLA benefits, an employee must:
• Work for a covered employer;
• Have worked for the employer for a total of 12 months;
• Have worked at least 1,250 hours over the previous 12 months; and
• Work at a location in the United States or in any territory or possession of the United States where at least 50 employees are employed by the employer within 75 miles.
Employee must request FMLA and must provide 30 days notice and medical certification for themselves or their family member before approval is granted. (Serious health conditions and/or an emergency may eliminate the notice).
Any fraudulent use of FMLA will render the Employee no longer protected or ineligible for the FMLA benefit.
3. Benefits Under FMLA.
The Employee may be covered by disability insurance, if not they must use their PDO or MSL hours, if they apply, during the leave period. When exhausted the remaining leave will be unpaid.
- The Employee does not accrue benefits during the period of the leave. All accrued hours before the leave will be maintained accordingly.
- The “group health plan” benefit will be maintained by the Employer in the same manner as if the Employee were working their regular schedule.
Leave may be taken all at once or intermittently as is medically necessary. Again, the certification of medical eligibility will help determine this. If an Employee returns intermittently and becomes part-time, their benefit will continue as if they never left.
- Employee must return within or upon completion of 12 weeks, whether paid or not paid for the time off. The Employee must continually communicate their status to their supervisor and if they fail to return from leave they will be terminated.
- Upon return to the job within the 12-week time limit, Employee will be restored to their original, same or equivalent position.
Copies of the FMLA Policy and Procedures will be maintained in the “Administration and Personnel Policy Book” and can be accessed by Human Resources or your Department Manager.
Request forms are available in the Human Resources department and must be submitted to the Human Resources/Personnel Department with proper notice and medical certification documentation before approval or non-approval.
FAMILY MEDICAL LEAVE ACT (FMLA) OF 1993
I, ________________________________________, employee of the Kiowa County Hospital District, do hereby request a medical leave of absence beginning on ______________________________________.
I have been informed in writing of the conditions, regulations, and requirements relative to the Family Medical Leave Act (FMLA) of 1993. I also understand my rights and obligations under said Act, as well as the rights and obligations of my employer.
I understand that my requested days of absence shall be considered as the same days of absence allowed under the Act, even though during part or all of my absence I might be receiving pay from my employer in the form of ordinary paid days off, major medical sick leave paid days off, or disability insurance.
Employee Witness
Date Date
KIOWA COUNTY HOSPITAL DISTRICT
1 ATTENDANCE/TARDINESS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
If you are absent or late for reporting for duty, it places a heavier workload on your fellow employees. In addition, it means less care or service to our patients.
If it is necessary for you to be absent or late for any reason, it is your responsibility to contact your supervisor before your shift starts according to your department’s policy for notification. This applies to each day you are absent unless approval for a specific period of time away from work has been given to you by your supervisor.
If you are absent for three consecutive days without notifying your supervisor, KCHD will consider this a voluntary resignation.
Failure to notify your supervisor according to your department’s procedure for notification, repetitive absence or tardiness, and/or patterns of behavior indicating intentional and somewhat predictable absenteeism or tardiness are subject to corrective disciplinary action.
KIOWA COUNTY HOSPITAL DISTRICT
1 JURY DUTY
DEPARTMENT: THIS REVISION
Administration LAST REVISION 03/19/12
EFFECTIVE 03/19/12
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
If a full-time or part-time hospital employee is called to jury duty, the hospital will pay the amount you would have earned had you been working, excluding overtime and shift differential, for scheduled workdays (never to exceed three days). To be eligible for jury duty pay, you must report to work on any days, or portion of days, that you are excused from jury duty. If you are selected for jury duty, you must submit the summons to duty and proof of daily attendance and completion of jury duty together with your jury duty pay to the Personnel Department. If an employee is subpoenaed to appear in court, you will be paid in accordance to the above jury duty policy. This policy will be subject to change if and ever state and judicial regulations and/or mandates change.
KIOWA COUNTY HOSPITAL DISTRICT
1 BEREAVEMENT LEAVE/DEATH IN THE IMMEDIATE FAMILY
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Full-time employees are eligible for up to three (3) regularly scheduled working days off with pay at the time of bereavement. Part-time employees are eligible for up to two (2) regularly scheduled working days off with pay.
Immediate family for purposes of this policy includes: spouse, parents, parents-in-law, children, grandchildren, grandparents, brothers, sisters, son-in-law, daughter-in-law, sister-in-law, and brother-in-law. Any approved days beyond those allowed by policy must be taken from the Paid Days Off (PDO) accrual.
KIOWA COUNTY HOSPITAL DISTRICT
1 SOLICITATION AND DISTRIBTUTION
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Solicitation of KCHD patients, visitors, or employees by non-employees and the distribution of literature, pamphlets or other materials by non-employees on KCHD premises is prohibited.
Unauthorized sales and solicitations of orders for any type of product or service to anyone on KCHD property is prohibited as stated below.
Solicitation of KCHD employees by other KCHD employees, and the distribution of literature between employees, is prohibited during working time. The term working time means the time when the employee doing the soliciting or distribution or the employee being solicited or receiving the distribution should be working.
Such solicitation is prohibited during working time when KCHD is open for business regardless if patients are present or not. Working time does not include break periods, mealtime, or other specified times when employees are not required to perform work tasks.
Distribution of literature, pamphlets and other materials between employees is prohibited in work areas at all times. For this purpose, the term work area includes all places where employees regularly work, confer, or conduct business. Work area does not include the cafeteria, washrooms, break room, parking lots or any other area specifically set-aside for these non-work purposes. Any notices or other materials to be posted in or on the hospital bulletin board must have prior approval of the administration.
KIOWA COUNTY HOSPITAL DISTRICT
1 PERSONNEL RECORDS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD maintains a personnel data system administered by the Personnel Clerk. In order to keep your personnel records up to date, please be sure that we have your correct address, name, phone number, and number of dependents at all times. It is your responsibility to keep the hospital informed of this vital information. All KCHD employee personnel records are classified confidential and no information will be released without your written permission. As an employee, you have the right under law to review the contents of your personnel file after arrangements have been made with the Human Resources Manager or the Administrator. Access to ANY personnel file requires the Administrator’s approval.
KIOWA COUNTY HOSPITAL DISTRICT
1 OUTSIDE EMPLOYMENT
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Your job at KCHD is important. It assures continuity of service and has the affect of enhancing patient care. Outside interests and commitments such as a second job are not discouraged, as long as those activities do not interfere or conflict with your performance of your duties.
KIOWA COUNTY HOSPITAL DISTRICT
EMPLOYEE PERSONAL APPEARANCE
DEPARTMENT: THIS REVISION 06/19/2013
Administration LAST REVISION 08/01/2012
EFFECTIVE 07-01-2002
RESPONSIBLE FOR UPDATE:
Human Resources/Personnel
COMPLIES WITH:
General Human Resources Policies
PURPOSE:
As a representative of Kiowa County Hospital District the appearance of all employees is vitally important. The personal and professional appearance and the conduct of each employee influence the opinion that residents, patients, visitors and co-workers have about you and the facility. In order to meet this ongoing requirement, the facility established the following guidelines.
POLICIES:
1. Inappropriate dress, grooming, manners and language can be offensive and disturbing to the residents, patients, visitors and other employees. For this reason, a substantial degree of conformity to the standard is expected of all personnel/staff while on duty. Therefore, all employees will take pride in their appearance through cleanliness and neatness of hair, uniforms and/or dress, shoes and personal hygiene.
2. Employees who come into direct contact with residents/patients or provide tests or treatment shall be required to conform to a standard of dress as determined by the department.
3. If the patient service is indirect to patient care or patient area, the code of dress will be left to the discretion of the department manager with approval from administration.
4. Jeans (blue and/or colored) are not appropriate to this environment (Hospital, Nursing Home, Clinics and Home Health) unless worn on casual day.
The following standard will be followed for employees within direct resident/patient care areas:
A. Colored scrubs, colored pants, skirts or culottes may be worn. Skirts may be no shorter than 2 inches above the knee. The garment must permit bending and stretching with ease. Full white uniforms may be worn, if desired.
B. Colored tops may be worn. No tank tops, sleeveless tops or midriff tops are acceptable. All employees must wear appropriate under garments. No tee shirts with writing or pictures are to be worn.
C. Clean professional looking shoes (which could include tennis shoes). No open-toed or sandals will be allowed. Socks and/or nylon hose are to be worn.
D. Hair will be neatly groomed, clean and in a style so as not to be in the way of patient care.
E. Jewelry will be kept to a minimum. No large bracelets or large dangling earrings will be worn, for safety reasons.
F. Personal hygiene is important due to the close working conditions between residents, patients and employees. Daily showering and use of deodorant are required.
G. Employees visiting the Hospital on off hours or for personal reasons, are not required to conform to hospital employee dress code.
CASUAL DAY:
Every Friday will be designated as casual day. Only new looking jeans may be worn with a neat clean casual shirt.
REIMBURSEMENT:
If uniforms are required by the department, an employee will be reimbursed $30 a year to purchase uniforms. The employee will be responsible for the remainder of the cost. A signed request for reimbursement and a copy of the receipt will be required by the Personnel Office to process this reimbursement.
NONCONFORMITY:
The first offense of nonconformity will result in a verbal warning. The second offense will result in the employee being sent home to change. The time off to change will be without pay. The third offense will result in discipline as deemed necessary by Department Managers.
NAME TAGS:
Employees are expected to wear nametags, provided by the hospital, while on duty these tags are issued by Human Resources at the time of orientation. If a nametag is lost, a replacement should be requested from Human Resources at an approximate cost of $5.00. Should you lose your nametag, you will be charged for a replacement.
KIOWA COUNTY HOSPITAL DISTRICT
1 INTERFERENCE WITH WORK
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Employees are permitted only in those places where their work requires them to be. Employees are discouraged from returning to the hospital and visiting any work area while off-duty. Personal visitors are discouraged from visiting with employees in the work area. Interference with the work of employees is prohibited.
KIOWA COUNTY HOSPITAL DISTRICT
1 CHECK CASHING
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD would prefer all hospital employees conduct their banking transactions away from the hospital. You can request permission to cash a check up to $10.00 with the Hospital Cashier. Administration may withdraw cash checking privileges for cause.
KIOWA COUNTY HOSPITAL DISTRICT
1 CAFETERIA HOURS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
The hospital cafeteria is open to the public. Times when the cafeteria is open for employees and visitors are posted.
KIOWA COUNTY HOSPITAL DISTRICT
1 PARKING
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Employees may not park in front of the building during normal hours. (8:00 a.m. - 4:30 p.m.) They may park on the street or in the parking lot north of the County Health Nurse Building.
KIOWA COUNTY HOSPITAL DISTRICT
1 SMOKE FREE CAMPUS POLICY
DEPARTMENT: THIS REVISION 11/21/2014
Administration LAST REVISION 06/19/2013
EFFECTIVE 11/21/2014
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
OBJECTIVE:
Promote a safe, clean and healthy environment at Kiowa County Hospital District by establishing a tobacco free campus, including all areas inside and outside of the hospital on the campus. Provide guidelines for successful implementation in compliance with state and federal regulations and the Colorado Clean Air Act of 2006. Therefore, it will be the policy of Kiowa County Hospital District to provide a tobacco free environment and to provide resources designed to assist patients, visitors, volunteers and employees in adhering to this commitment. The goal of the policy is to assist patients through their hospitalization and admission to the nursing facility in a tobacco free environment. Residents of the nursing home do have rights under the State of Colorado that address smoking in a nursing home which will be followed by this facility. This tobacco free environment will include:
All property owned, leased or managed by the Kiowa County Hospital District;
All Kiowa County Hospital District owned vehicles;
All outdoor areas considered to be a part of the campus including parking lots.
POLICY/DESCRIPTION:
Inpatient – Patients will be informed of the tobacco free environment at our facilities throughout the continuum of their care and only at the insistence of the patient, he or she will be permitted to smoke or use tobacco products only in the designated smoking area of the residents of the extended care unit.
Extended Care Unit Residents – Extended Care Unit residents will be informed of the tobacco free environment throughout the continuum of their care. The facility will follow all applicable state regulations regarding use of tobacco products and smoking within the extended care unit. As per resident rights regulations, the facility will provide a designated smoking area for resident use only.
Visitors and Outpatients – Visitors and outpatients will not be permitted to use tobacco products on campus.
Employees, Volunteers and Medical Staff – All employees will be updated on an ongoing basis to changes in policies and procedures. Employees, Volunteers and Medical Staff will not be permitted to use tobacco products on campus.
The tobacco free policy will be included in the new employee orientation program. As part of the new employee hiring practices, all potential employees will be notified that this is a tobacco free facility and campus as per policy.
Employees shall be encouraged not to use tobacco products by offering educational information and providing smoking cessation resources.
Medical Staff will receive ongoing information related to our tobacco free campus and smoking cessation resources. Medical Staff will be utilized as appropriate to assist employees in the cessation of tobacco products.
Appropriate signs will be posted at all building entrances and in selected locations inside and outside the facility.
PROCEDURE:
Inpatient – Upon Admission or registration, patients will be advised of the tobacco free policy of this facility and provided cessation information and resources upon request.
Visitors and Outpatients – An employee who encounters a visitor or outpatient who is violating the tobacco free policy is encouraged to explain the policy to the visitor or outpatient at that time.
They will be encouraged to stop usage immediately for the safety of others.
If usage continues they will be asked to leave the campus.
Visitors who become agitated or unruly when informed of the tobacco free campus policy may be reported to administration and/or security including local law enforcement. Security will deal with the situation as appropriate, according to their professional judgment.
Employees, Volunteers and Medical Staff – The parking lots and the grounds of the facilities will be monitored for compliance with the vision of a tobacco free environment. Employees should comply with personal hygiene guidelines regarding the odor of smoke.
KCHD is dedicated to the enforcement of tobacco use on the campus. Disciplinary measures, according to human resource policies and procedures and Medical Staff committee guidance will be administered for violations of the policy.
KIOWA COUNTY HOSPITAL DISTRICT
1 PERSONAL BELONGINGS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Employees are responsible for safeguarding their personal belongings.
KIOWA COUNTY HOSPITAL DISTRICT
1 LOST AND FOUND
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
All articles found by employees, patients, and visitors may be turned into the Nurse’s Station. All inquiries regarding lost articles should be directed to that department.
KIOWA COUNTY HOSPITAL DISTRICT
1 PATIENT ADVOCATE
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
The KCHD Social Services Director serves as a listener, communicator, and facilitator in a two-way communication network between hospital patients and administration. The hospital Administrator has authorized the Social Services Director to visit patients to learn of their needs and concerns and to refer these matters to the appropriate hospital personnel for prompt action. Employees are encouraged to contact the Social Services Director with appropriate patient concerns.
KIOWA COUNTY HOSPITAL DISTRICT
1 EMPLOYEE SPECIAL PROJECT GROUPS
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD team concept of management encourages you, as an employee, to have a say in introducing changes, which affect all team members. To ensure that KCHD employees’ opinions and views are given consideration, from time to time you may be asked to participate in a special project group. The purpose of a special project group is to evaluate a particular project or proposed change in our operations and give your opinion and the opinions of your fellow employees on ways of introducing change or even if a change should be tried at all. You may be chosen by Administration to be on a special project group. Once the project is over, the special project group will disband. Employee special project groups are a vital part of making KCHD team work successful.
KIOWA COUNTY HOSPITAL DISTRICT
PERSONAL TELEPHONE CALLS
DEPARTMENT: THIS REVISION 07/18/12
Administration LAST REVISION 10/01/03
EFFECTIVE 11/01/03
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Personal telephone calls should be kept to a minimum and are to be dialed to local exchanges and during your breaks and meal periods only. Striving to keep continuity and excellent quality patient care at Kiowa County Hospital District, you should request relatives and friends not to call you while on duty unless it is an emergency. Should a non-emergent telephone call arise, the front desk will take a message and you may handle the call on your break time. In the event of an emergency, you can be reassured that every effort will be made to reach you.
Cell phones are prohibited in all patient areas. Cell phones should only be used during working hours for business related calls. While using your cell phone please step into a discreet area away from others. If you must answer or use your cell phone for personal reasons, please do so only on your breaks and/or lunch times.
If the need arises for you to make a long distance call regarding doctors or other appointments, please write down the telephone number, date and time and give it to the Accounts Payable office for payment.
The Resident’s portable telephone is to be available and used by the residents only.
KIOWA COUNTY HOSPITAL DISTRICT
1 GIFTS AND GRATUITIES
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
Patients and others who may be grateful for the kindness employees have extended to them often respond by wanting to give the employee a little something when they leave. While the intention should be gratefully acknowledged, acceptance of money, gifts or similar tokens of thanks for services rendered is strongly discouraged by KCHD. Patients and others should be advised that donations may be made to Weisbrod Memorial Fund.
All memorial fund patient inquiries or requests should be directed to the Administrator. All gifts or similar tokens of thanks should be reported to the Administrator.
2 KIOWA COUNTY HOSPITAL DISTRICT
3 INSERVICE PROGRAM
DEPARTMENT: THIS REVISION 8/19/2014
Administration LAST REVISION 9/2013
EFFECTIVE October 1, 2007
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
KCHD provides a wide range of professional educational opportunities in order to assist you in improving professional knowledge, skills, and attitudes necessary to perform competently in your job. The goal of the inservice program is to maintain a high standard of patient care and staff professionalism. You are encouraged to take advantage of the many inservice opportunities offered. Only mandatory inservice attendance is considered eligible for paid time.
Certain inservices are required by law and must be offered every year at our facility. Employees are required to complete 12 inservices on the KCHD designated computer program. There is a computer available in the mailroom that employees can use to complete these inservices.
Employees are required to attend at least ten (10) inservices per year. You may attend any inservice in any department. If you attend the same inservice twice, it will only be counted as one inservice.
If you have not completed at least twelve (12) computer inservices or attended an inservice at least ten (10) times per year, you will not be eligible for a raise that year.
If you fail to keep current on your 12 computer inservices for two consecutive months, then you will be sent home without pay until all inservices are completed.
The Inservice Coordinator keeps track of all computer inservices. All other inservices must be reported to her with copies of any materials. All inservices must be posted so that all employees are aware of the inservices and can attend if they so choose. Inservices will also be listed on the calendar on our website (). There must be a sign in sheet at all inservices and all attendees must sign to receive credit for attending. The original sign in sheets and the inservice information must be given to the Inservice Coordinator for record keeping purposes.
KIOWA COUNTY HOSPITAL DISTRICT
1 VISITING PATIENTS
DEPARTMENT: THIS REVISION 6/19/2013
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
You may visit friends or relatives who are patients in the hospital on your own time or during regular visiting hours. All rules for visitors apply to employees when visiting patients.
Patients visiting hours are as follows:
Med/Surg: 11:00 a.m. to 8:00 p.m.
Close Observation: Family members only are permitted to visit on the half-hour a period of time not to exceed 10 minutes.
Extended Care Unit: Extended Care Unit residents may be visited at any time.
KIOWA COUNTY HOSPITAL DISTRICT
2 C.N.A. TRAINING POLICY
DEPARTMENT: THIS REVISION 7-24-2003
Administration LAST REVISION
EFFECTIVE 9-1-2003
RESPONSIBLE FOR UPDATE:
Human Resources/Personnel
COMPLIES WITH:
General Human Resources Policies
1. To work as a Certified Nurse Aide, formal C.N.A. training is required prior to a person starting work at the Hospital and Nursing Home.
2. The Facility does not pay for the hours a person is taking C.N.A. classes or for travel expenses to and from the classes.
3. The Facility follows the State Statutes and Federal Rules and Regulations regarding payment of the class fees for C.N.A. training.
4. However, the Facility will pay for the hours a person is scheduled to attend the class, if the person has been employed by the Facility for a period of at least three (3) months. They must receive permission from their Department Manager to be excused from work to attend the class. Paid hours will not exceed 40 hours per week no overtime will be paid.
5. When the person completes the C.N.A. class he/she is required to apply and take the exam for certification within 120 days.
I HAVE READ AND UNDERSTAND THE ABOVE C.N.A. TRAINING POLICY.
Signature Date
Witness Date
APPROVED:
Department Manager Date
KIOWA COUNTY HOSPITAL DISTRICT
1 HIPAA POLICY
DEPARTMENT: THIS REVISION 11-01-2004
Administration LAST REVISION 04-01-2003
EFFECTIVE 11-01-2004
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
To implement compliance with the privacy regulations (45 C.F.R. 164.500 et seq.) issued by the Department of Health and Human Services under the Health Insurance, Portability and Accountability Act (HIPAA) the Hospital has adopted a Privacy Policy and Security Policy. See the HIPAA manual.
KIOWA COUNTY HOSPITAL DISTRICT
COMPANY VEHICLE
Department This Revision______7/24/2013
Payroll/Human Resources Last Revision________________
Effective _August 1, 2013____
Department
Payroll/Human Recourses
Responsible For Updates
Payroll/Human Recourses
Overview
As an authorized driver of any Kiowa Hospital District County Company vehicle you have been given certain privileges. Driver must assume the duty of obeying all motor vehicle laws, have current and valid driver’s license, maintain the vehicle properly at all times, and otherwise, following the policies and procedures outlined in the following.
Driver Licensing
Company driver and anyone that is authorized to drive any company vehicle must have a valid driver’s license in the state of residence for the class of the vehicle being operated, and must be able to operate assigned vehicle. Obtaining a driver’s license is at personal expense.
Driver Qualifications
• Authorized Employee of Kiowa County Hospital District
• Must be at least 18 years of age or older (unless otherwise authorized)
• Must have a Valid Driver’s License
Will not qualify to drive a company vehicle if within the last 36 month, the driver had any of the following
• Been convicted of sale, handling or use of drugs
• Been Convicted of any alcohol – or drug related offences while driving
Traffic Violations
Fines for parking or moving violations, towing storage or impound are the personal responsibility of the assigned operator. KCHD will not condone nor excuse ignorance of any motor vehicle violations that result in court summons being directed to itself as owner of the vehicle.
Report Violations
Each driver is required to report all and any violations during the use of a KCHD Vehicle, within 24 hours of the violation. Failure to report any violations will result in appropriate disciplinary action including termination of driving privileges and possible termination of employment.
Cell Phone
Cell phone will not be used while operating KCHD vehicles. Cell phone use while operating motor vehicle increases the risk of having an accident, due to the lack of attention to driving.
Seatbelts
Seatbelts should be in use in all KCHD vehicles. This may help reduce risk of serious injuries and death if an accident occurs. It is also a secondary traffic offence if seatbelts are not in use, which may result in a violation.
Call the Police on all Accidents and obtain a copy of the police report!
Vehicle Check List
In order to operate a KCHD Vehicle, a driver must sign the vehicle out, giving the location of their destination, and give an estimated time vehicle will be in use. Drivers also will be required to check in and out when vehicle is taken and returned. Drivers may do so with Payroll and Human Recourses during business hours. If a vehicle is needed outside of business hours, drivers need to make prior arrangements.
A Photo Copy of driver’s current and valid driver’s license is required to operate any KCHD vehicles; Drivers are required to provide a photo copy of their current and valid driver’s license one time, and Payroll and Human Recourses will keep it on file.
As a driver of any Kiowa County Hospital District vehicles, I, __________________________ understand that it is my responsibility to operate the vehicle in a safe manner, and drive defensively to prevent injury and property damage. I must have a valid driver’s license for the type of vehicle that will be operated, and keep the proof of license with me at all times, and I must comply with all applicable regulations.
______________________________________________________________________________
Employee Name (Print) Date
Driver’s License Number State Expiration Date
Employee’s Signature Date
Reviewer’s Signature Date
KIOWA COUNTY HOSPITAL DISTRICT
CPR POLICY
DEPARTMENT: THIS REVISION 05-01-14
Administration LAST REVISION 08-31-12
EFFECTIVE 08-31-12
RESPONSIBLE FOR UPDATE:
Human Resources/Personnel
COMPLIES WITH:
General Human Resources Policies
OBJECTIVE:
To clearly outline and provide a description for the facility for the coordination of Basic Life Support/CPR requirements for KCHD Employees, Medical Staff and Students.
POLICY/DESCRIPTION:
Consistent with the standards of medical care in the hospital and nursing home and the mission of Kiowa County Hospital District and its facilities to deliver the highest quality of care, the following Basic Life Support/CPR requirements are to be followed:
A. All KCHD employees, medical staff and students (including medical students, therapy students or any other student rotations approved by Administration) are required to maintain current Basic Life Support/CPR certification.
B. KCHD will offer BLS/CPR courses periodically at no charge to the employee, medical staff or student. If the employee, medical staff or student desires to take an approved course other than those offered by KCHD, the cost of the course and certification will be at the expense of the employee, medical staff or student.
2 EMPLOYEE CONDUCT AND
3 DISCIPLINE PROCEDURES
KIOWA COUNTY HOSPITAL DISTRICT
DISCIPLINE POLICY
DEPARTMENT: THIS REVISION 07-24-03
Administration LAST REVISION
EFFECTIVE 09-01-03
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
DISCIPLINE PROCEDURES
Kiowa County Hospital District has rules and regulations in place to protect patients and staff. Adherence to them is required to help promote quality patient care and the orderly operation of the District. Department Managers are required to take corrective action when they observe or become aware of unacceptable conduct. The responsibility for change lies solely with you. Corrective measures are intended to make you aware of the nature and seriousness of the problem and to ensure that you develop effective means of correcting your behavior. Conduct which demonstrates a failure to adapt to the unique healthcare environment of the district or which threatens orderly facility operations or patient care will result in disciplinary action up to and including termination of employment.
I. Purpose of Disciplinary Action
All of our employees, no matter where they work or what they do, are the most important asset to KCHD. There are times when, due to education, attitude or both that constructive action be taken to correct a problem, improve a process, or change a behavior, with the end result being an improved service to our customers or among our staff. When this happens, it is done with the intentions of making things better and improving the employee’s performance. The disciplinary process is undertaken to help maintain and grow our staff, because they are an important part of our team.
All disciplinary actions are to be taken with the immediate department manager’s best judgment of the issues at hand and at no time should the action be used to “get rid” of an individual. With that in mind, our disciplinary policy should be used and performed in the following manner.
a. Discipline should be fair, consistent and with acknowledgement that there are “two sides” to the story. A complete investigation should be conducted by investigating all witnesses and involved parties.
b. Discipline process should reasonably be applied, in a progressive manner.
c. Appropriate disciplinary action shall consist of verbal and written warnings and suspensions and dismissals as circumstances dictate.
Immediate dismissal may be appropriate and can be defined as follows; any gross violation of conduct, rules or policy defined as, but not limited to, the following:
1. Physical, mental or verbal abuse of the patient.
2. Falsification of personnel records or any other hospital records.
3. Making false, vicious or malicious statements concerning any employee, physician or patient, the hospital or its services or any other unprofessional trait to include confidentiality.
4. Knowingly falsifying time records.
5. Irregular attendance or habitual absenteeism or abuse of PDO program.
6. Habitually reporting late for work.
7. Leaving the assigned department or the Hospital during working hours without authorization.
8. Habits or state of health dangerous to the worker, co-workers or patients.
9. Immoral conduct or indecency.
10. Disorderly conduct, fighting or horseplay.
11. Unauthorized possession of weapons on the Hospital premises at any time.
12. Insubordination and refusal to perform assigned work.
13. Neglect of duty, performance of work, either in quantity or quality.
14. Threatening, intimidating, coercion or interfering with fellow employees on the premises at any time.
15. Posting or removal of any sort of notices, signs or literature on Hospital property without the approval of the Administrator.
16. Abuse or deliberate destruction of Hospital property or equipment including sabotage, or another person’s property.
17. Unauthorized removal of hospital property or any person’s property from the premises.
18. Use of, possession of, or being under the influence of illegal drugs or intoxicating beverages on the Hospital premises.
20. Willful, deliberate or continuous violation of or disregard of Hospital policies, safety rules or common safety practices.
21. Sexual abuse or sexual harassment.
II. Procedures for Disciplinary Action
Disciplinary Action Procedure:
The goal of our disciplinary action procedure is to help you achieve and maintain satisfactory and productive employment at Kiowa County Hospital District. The policy is designated for your benefit and to help maintain the highest level of quality patient care.
Disciplinary action may be taken by the department manager or administration with a subordinate employee for poor work performance, attendance, attitude, work relationships with others or other objectionable practices or minor infractions which are in conflict with the policies and procedures set forth in this policy book. This policy is consistent with the above policy regarding immediate discharge.
The procedural steps are as follows:
1. A verbal warning will be given to the employee by the department manager or administration. This relatively minor incident will be recorded in the employee’s personnel file. Multiple verbal warnings may be given.
2. Then a written warning report will be prepared, noting all pertinent incidents associated with and leading up to this step. This may not be the first disciplinary action on record and on file for the employee. The matter will be discussed with the employee by the department manager or administration, which may request the presence of the Human Resources Manager, with the recommendation of future disciplinary action up to and including discharge. The employee will be asked to sign the written report and indicate in writing any disagreement or contrary opinion that he or she has.
3. If at this time corrective action has not been taken, it will be up to the discretion of the department manager or administration for immediate discharge.
The steps outlined above are to be taken as general guidelines because management has the right to begin disciplinary action at any stage, depending on the seriousness of the offense. The implementation of this policy should not be construed as preventing, limiting or delaying the Hospital from taking appropriate action at any level including termination without prior warning. If disciplinary action has been taken against you, which you feel was unjust or dispensed unfairly; you may have recourse by filing a grievance according to the steps outlined in the policy statement entitled “Grievance Procedure”.
Should an investigation of an incident become necessary, you may be suspended with or without pay for the time required to complete the investigation. Any employee suspended without pay requires the Administrator’s approval. If the results of the investigation do not warrant unpaid time off, you will be paid for the suspension period. If disciplinary action is applied to you, you have the right to appeal through the facility established grievance procedure if you believe you have not been treated fairly.
Records of disciplinary action will become a permanent part of your personnel record.
KIOWA COUNTY HOSPITAL DISTRICT
1 TERMINATION OF EMPLOYMENT
DEPARTMENT: THIS REVISION
Administration LAST REVISION
EFFECTIVE
RESPONSIBLE FOR UPDATE:
Human Resources
COMPLIES WITH:
General Human Resources Policies
TERMINATION OF EMPLOYMENT
Resignation (Voluntary Termination)
Kiowa County Hospital District recognizes there are circumstances that may cause you to leave your employment. To make this transition as orderly as possible for both you and the facility, we ask that you give your department manager a signed note indicating when your resignation is effective and the reason for your resignation.
Employees are requested to give two weeks notice. Department Managers and Registered Nurses are requested to give a minimum of 30 days notice or as otherwise specified. PDOs cannot be used in lieu of proper notification.
Failure to provide adequate notice may affect your eligibility for rehire and for future references by Kiowa County Hospital District.
Discharge (Involuntary Termination)
If you are terminated for performance or discipline related reasons, you may be terminated without notice or pay.
If you disagree with your termination, you have the option to use the Kiowa County Hospital District grievance procedure to review the termination.
Termination of Employment Benefit
Any employee who terminates his or her employment at Kiowa County Hospital District will be paid for unused accrued paid days off (PDOs).
Major Sick Leave is a hospital provided security for illness only and as such, no payment will be made for these accumulations upon termination.
Exit Interviews
ALL employees who leave KCHD employment must contact their supervisor to schedule a confidential exit interview. Prior to termination, supervisors will have their exit interviews with the Administrator. If the termination is involuntary, the supervisor of the employee must make the exit interview appointment prior to or as part of the termination process.
Grievance Procedure
Satisfaction in your job is of importance not only to you but to KCHD as well. We recognize, however, that dissatisfactions can and do arise in any employment situation. KCHD has established a grievance procedure to deal with any complaint or problem in the employee’s work relationship.
You are encouraged to discuss any difficulty through all levels of supervision including the Administrator. The presentation of a formal grievance must be made within ten (10) days of its occurrence.
Grievance Procedure:
1. Discuss the problem frankly and sincerely with your supervisor. This should be done as soon as possible after the occurrence of the problem or incident. If you do not receive a satisfactory answer or settlement from your supervisor within seven (7) calendar days of this discussion, you may,
2. Prepare your complaint in writing, stating in full the facts and nature of the grievance. You may obtain assistance and council from the Administrator in preparing your written presentation. Date it, sign it and leave it with the Administrator who will present a copy to the supervisor. After meeting with you, the supervisor must prepare a written solution. If the proposed solution is not acceptable to you,
3. The Administrator will present the written complaint within five (5) working days to an administrative committee consisting of three (3) supervisors who have not previously been involved in the complaint problem. This impartial committee is selected to review the facts and render objective decisions. An employee may submit written and/or oral evidence and ask other employees to appear before the committee to give testimony in support of your grievance. The administrative committee will then render a decision within ten (10) working days to the Administrator. After receiving a decision from the administrative committee, the Administrator shall render a decision within three (3) working days which shall be final. The decision will be distributed in writing to you and the supervisor. An impartial committee of three (3) department heads will be selected. Department head names will be kept by the Personnel Clerk and will be drawn at random to form the committee.
If a grievance concerns a grievable action on the part of the Administrator, the following grievance procedures shall apply:
1. Discuss the problem frankly and sincerely with the Administrator. This should be done as soon as possible after the occurrence of the problem or incident. If you do not receive a satisfactory answer or settlement from the Administrator within seven (7) calendar days of this discussion, you may,
2. Prepare your complaint in writing, stating in full the facts and nature of the grievance. You may obtain assistance and counsel from the Chairman of the District Board. Date, sign and leave it with the Chairman of the District Board, who will present a copy to the Administrator. After meeting with you, the Administrator must prepare a written solution. If the proposed solution is not acceptable to you,
3. The Administrator shall present the written complaint within five (5) working days, to the Chairman of the District Board who shall, in turn, refer it to the Executive Committee of the three District Board members. The District Board may either appoint a standing Executive Committee for the purpose of hearing such grievance, or such a Committee shall be appointed by the Chairman of the District Board, following the receipt of the grievance. The Executive Committee shall review the facts and render an objective decision. An employee may submit written and/or oral evidence, and ask other employees to appear before the Executive Committee to give testimony in support of the grievance. The Executive Committee will then render a written decision, which shall be final.
Grievable Issues
1. Application of any policy in the employee handbook or subsequent corrective actions, but not the content of the policy in question.
2. Application of a department policy or subsequent corrective action, but not the content of the policy in question.
Non-Grievable Issues
1. Reduction in work force activities.
2. The wage and salary structure.
3. General staffing and scheduling issues.
4. KCHD benefits program.
RESOLUTION
WHEREAS the Boards of the Directors of Kiowa County Hospital District and the Kiowa County Hospital are policy making bodies, and
WHEREAS the Board of Directors of the Kiowa County Hospital District, in cooperation with the Board of Directors of the Kiowa County Hospital, is charged with establishing policies which govern the operations of the Kiowa County Hospital District, also known as the Weisbrod Memorial County Hospital, and
WHEREAS Boards of Directors do not ordinarily become involved in day to day operational matters, and
WHEREAS the Hospital Administrator and department heads are responsible for executing the policies of the Boards of Directors and for carrying out the day to day operations of the Hospital in conformity with such policies, and
WHEREAS the day to day operational matters for which the Hospital Administrator and department heads are responsible include personnel matters, and
WHEREAS the Hospital has adopted personnel policies, including grievance procedures, and
WHEREAS some employees have, from time to time, attempted to present grievances, other personnel matters and other operational matters directly to the Boards of Directors or to individual members thereof, and
WHEREAS the submission of such matters directly to the Directors tends to involve the Directors in operational matters as opposed to policy matters, which is not consistent with the duties and responsibilities assigned to the Directors, Hospital Administrator and department heads, respectively, and
WHEREAS the submission of such matters to the Directors tends to undermine the authority conferred by the Directors upon the Hospital Administrator and the department heads.
NOW, THEREFORE, BE IT RESOLVED that the following shall be added to the Hospital’s personnel policies:
1. No employee shall present any grievance to the Directors, either individually or as a body, or to any other person in a manner, which is contrary to such grievance procedures as may be in effect from time to time.
2. Unless otherwise permitted or required by such personnel policies as may be in effect from time to time, no employee shall petition or otherwise communicate with any Director concerning any grievance, any specific personnel action or the application of any policy to that employee.
3. Any violation of the provisions of the preceding two paragraphs shall be deemed to be an attempt to bypass the authority conferred upon the Hospital Administrator and the department heads and shall be grounds for disciplinary action, up to and including immediate termination of employment. Such disciplinary action shall be subject only to the right of an employee to appeal in accordance with such grievance procedures as may be in effect at the time of the disciplinary action.
4. Nothing in this resolution shall prohibit an employee form reporting suspected fraud, deceit, sexual harassment or other illegal activity directly to the Boards of Directors or to any member or members thereof. However, if any accusation of illegality or other misconduct is made to any person for purposes of retaliation, to gain an advantage in a personnel or other operational matter, from any other improper motive, or in bad faith, the employee shall be subject only to the right of an employee to appeal in accordance with such grievance procedures as may be in effect at the time of the disciplinary action.
5. Nothing in this resolution shall prohibit any employee from making constructive suggestions to the Boards of Directors concerning policy matters. However, if any such suggestion is made for the purpose of, or would have the result of, improving the position of a particular employee with respect to any particular grievance, personnel or employment matter, the employee shall be subject to disciplinary action, up to and including immediate termination. Such disciplinary action shall be subject to the right of an employee to appeal in accordance with such grievance procedures as may be in effect at the time of the disciplinary action.
INTRODUCTED, PASSED AND APPROVED by the Board of Directors of the Kiowa County Hospital District this 28th day of March, 1998.
s/Wayne L. Singer
Chairman
ATTEST:
s/Jacob E. Diel
Secretary
POLICY
If a grievance concerns a grievable action on the part of the Administrator, the following grievance procedures shall apply:
1. Discuss the problem frankly and sincerely with the Administrator. This should be done as soon as possible after the occurrence of the problem or incident. If you do not receive a satisfactory answer or settlement from the Administrator within seven (7) calendar days of this discussion, you may.
2. Prepare your complaint in writing, stating in full the facts and nature of the grievance. You may obtain assistance and counsel from the Chairman of the District Board. Date, sign and leave it with the Chairman of the District Board, who will present a copy to the Administrator. After meeting with you, the Administrator must prepare a written solution. If the proposed solution is not acceptable to you.
3. The Administrator shall present the written complaint, within five (5) working days, to the Chairman of the District Board who shall, in turn, refer it to an Executive Committee of three District Board members. The District Board may either appoint a standing Executive Committee for the purpose of hearing such grievances, or such a Committee shall be appointed by the Chairman of the District Board, following the receipt of the grievance. The Executive Committee shall review the facts and render an objective decision. An employee may submit written and/or oral evidence, and ask other employees to appear before the Executive Committee to give testimony in support of the grievance. The Executive Committee will then render a written decision, which shall be final.
Disclaimer
Your employment status with KCHD is one of employment at will. This handbook does not constitute an expressed or implied contract of employment between KCHD, yourself or any other employees. It merely highlights some key employment policies. You may have additional questions or need to seek further clarification after reading this handbook at any time while you are employed at KCHD. If so, please contact your supervisor and/or Administrator for more details.
2 INDEX
INDEX
Acknowledgement and Receipt 155
Attendance/Tardiness 112
Background Check 14
Benefits 61
Bereavement Leave/Death in the Immediate Family 114
Cafeteria Hours 122
Call-Time Pay 54
Check Cashing 121
C.N.A. Training Program 134
COBRA 90
Company Vehicles 136
Compensation 40
Compensation Philosophy 41
Comprehensive Hospital, Surgical and Major Medical Insurance Plan 62
Computer Information Policy 95
Confidential Information 92
Conflict of Interest 94
CPR Policy 139
Credited Service Date (Date of Hire) 24
Discipline Policy 141
Disclaimer 149
Discount Meal Ticket 78
Drug-Free Workplace Policy 18
Employee Assistance Program (EAP) 89
Employee Bulletin Board 33
Employee Classification 27
Employee Conduct and Discipline Procedures 140
Employee Education Assistance Program 79
Employee Health Program 100
Employee Personal Appearance 118
Employee Personnel Packet Checklist 12
Employee Special Project Groups 129
Employment of Relatives 29
Employment Policies 10
Equal Employment Opportunity 11
Exempt-Nonexempt Pay Status 45
INDEX
Family Medical Leave Act 109
Gifts and Gratuities 131
Grievance Procedure 145
Grievance Policy 149
HIPAA Policy 135
History of Kiowa County Hospital District 7
Holiday Pay and Holiday Designation 55
Incident Reporting Procedure 104
Index 150
Infection Control 103
Injury or Illness At Work 102
Initial Employment Period 2
Initial Review Period 26
Inservice Program 132
Interference With Work 120
Introduction 6
Job Description 43
Job Posting 31
Jury Duty 113
Kiowa County Hospital District 7
Leaves of Absence 105
Letter of Welcome 5
Licensure and Certification 23
Life Insurance 63
Lost and Found 127
Meal Periods 49
Modified Duty/Return To Work Policy 75
Orientation 22
Outside Employment 117
Overtime Pay Practice 53
Parking 123
Patient Advocate 128
INDEX
Pay Advances 60
Pay Period 48
Pay System Review 42
Payroll Deductions 57
Pension Plan 71
Performance Review Program 44
Personal Belongings 126
Personal Day Off Giveaway 67
Personal Days Off – Major Sick Leave Program 64
Personal Telephone Calls 130
Personnel Policies & Procedures 91
Personnel Records 116
Promotion From Within 30
Proof of Residence 13
Reduction in Workforce 39
Rehire Policy 32
Rest Periods 50
Safety 101
Sexual Harassment Policy 35
Shift Differential 52
Short-Term Disability Insurance 69
Smoke Free Campus Policy 124
Social Security (FICA) 77
Solicitation and Distribution 115
Suggestion Box 34
Tax Shelter Annuity (TSA) 72
Termination and Employment 144
Time Off to Vote 70
Time Record Procedures 51
Travel Expense Reimbursement and Reporting Policy 82
Unemployment Compensation 73
Visiting Patients 133
Wage Garnishments 59
Weekly Hours of Work 47
Weisbrod Memorial Fund 7
What is Expected of a KCHD Employee? 8
INDEX
What Is Our Employment Relationship? 7
What to Expect From Us 8
Work Shifts 46
Worker’s Compensation 74
Working Together 92
ACKNOWLEDGEMENT AND RECEIPT
OF PERSONNEL MANUAL
I acknowledge receipt of the Kiowa County Hospital District Personnel Manual and recognize that the personnel manual is not intended to constitute a contract of employment, expressed or implied, between KCHD and any employee. Employment with the Hospital is “at will” and not for any period of time. I understand and further acknowledge that I may terminate my employment at any time at my convenience with or without reason and/or notice, and the Hospital may terminate my employment at any time at its convenience, with or without reason and/or notice.
I further understand that while Kiowa County Hospital District believes wholehearted in its policies and procedures, many of which are set out in the personnel manual, they are not conditions of employment. Rather, the personnel manual is simply a guide to various policies, procedures and standards, which Kiowa County Hospital District has the absolute right to change with or without notice at any time.
Dated
Employee Signature
Witness
................
................
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